Vendor Management & Negotiations
Purpose
Establishes how Spartan manages its supplier and vendor relationships — from adding new vendors to making purchases, negotiating pricing, and handling supply issues in the field. ## Who This Applies To
the Production Concierge (purchasing point of contact), office staff, and field technicians requesting materials. ## Primary Purchasing Platform: Tradeshift
All material purchases go through Tradeshift. This is the authorized purchasing system — do not make unauthorized purchases outside of Tradeshift without manager approval. Required format for every Tradeshift request:
- Job PO number
- Vendor name
- Dollar amount
Personal tool purchases require a separate format — ask the Production Concierge for the current personal tool request template. ## Approved Vendor List
Vendors must be in both Tradeshift AND ServiceTitan before ordering. To add a new vendor:
1. Technician submits request via Slack to the Production Concierge or office (state vendor name and reason). 2. the Production Concierge reviews and adds to both systems if approved. 3. Confirmation sent back to tech. Key vendors known to Spartan (from Slack):
- Lee Supply — primary HVAC/plumbing supply house
- Warren Pump — preferred for well pump parts (better stock than Lee Supply)
- Camping World — mobile home specialty tubs and fixtures
- Sunbelt Rentals (Cincinnati) — equipment rental (pull-behind jetter ~$350/day)
## Vendor Purchasing Process
1. Tech identifies material need on job site. 2. Tech requests virtual card from office via Slack: state vendor, amount, and job PO number. 3. Office requests approval (if needed) and provides virtual card details. 4. Tech purchases; receipt submitted to the Production Concierge. 5. the Production Concierge submits receipts to accounting (the Production Concierge) via email or directly. Slack receipt process: the Production Concierge submits receipts to accounting, often via email to the 'info' address or directly to the Production Concierge. When a receipt is missing, accounting proactively requests it from the Production Concierge specifying vendor and amount. ## Credit Card Management
- Company credit cards are managed through Tradeshift. - Card changes (cancellations, new cards) must be communicated to all relevant personnel in advance. - Warning: Past incidents of unannounced card cancellations caused order failures. Any card change requires 48-hour notice to field staff and the Production Concierge. - Tradeshift card access is restricted: the Office Admin, Josh G. , and designated admin only. ## Parts Sourcing Strategy
- Always source from the approved vendor list first. - For specialty items not stocked locally: check availability before committing a timeline to the customer. - Do not source from unapproved vendors without authorization — it creates billing and warranty tracking issues. ## Vendor Negotiations
- Josh owns all major vendor contract negotiations. - the Production Concierge manages day-to-day purchasing relationships and can escalate pricing concerns to Josh. - Review vendor pricing annually during Q4 planning — compare Lee Supply, Ferguson, and other regional suppliers. ## Handling Supply Shortages
If a needed material is unavailable:
1. Check alternate approved vendors immediately. 2. Notify the customer of any timeline impact before it becomes a complaint. 3. Document the supply issue in ServiceTitan job notes. 4. If a non-standard part is required (e. g. , mobile home tub), verify dimensions and drain configuration before ordering. ## Important Notes
- the Production Concierge is the purchasing point of contact. All vendor-related questions go through the Production Concierge. - Special orders (mobile home tubs, unusual fixtures) require dimension confirmation before purchase. - Never order a part and leave it at a customer's home uninstalled — it creates tracking and billing issues. ## Related SOPs
- Technology & Systems Roadmap — Tradeshift system context
- Material Ordering & Inventory — field-level material management
- Billing & Accounting — receipt and payment reconciliation