Consultants and Vendors

Process

  1. Team members should speak with their manager/function lead about hiring or searching for a consultant and obtain approval.
    1. Procurement: In certain circumstances, your manager may recommend that you utilize an RFP and speak with multiple consultants or vendors before selecting one. The size, scope, and purpose will determine this.
  2. Team members should work with the consultant to draft a Scope of Work
    1. Generally, if the Foundation is paying for the work, we will use our GTLF-contract template as standard practice.
      1. The review process may take longer if you don't use the GTLF template.
    2. Team members should request a copy of the consultant’s W9 (US organizations and individuals) or W8 (international individuals and entities) (which must be signed and dated within the last 12 months).
      1. International consultants must submit:
        1. W-8BEN (individuals, signed and dated within the last 12 months)
        2. W-BEN-E (entities, signed and dated within the last 12 months)
  3. Team members must email the Operations Coordinator (and copy the Director of Operations). It must include:
    1. Link to the scope of work template and required information
    2. Copy of the W9 or W8
    3. Confirmation that their manager has reviewed the scope (note in your communications that they have approved)
  4. The Operations Coordinator (OC) and Director of Operations (DOO) will review the contract within 7-10 business days.
  5. After DOO approves the contract, it will be sent via DocuSign for signatures by the OC. The President & CEO will receive and sign the contract first, followed by the consultant.
  6. Once all parties have signed the contract, the consultant, DOO, OC, and team member will receive an executed copy via DocuSign.
  7. The OC will save a copy of the executed contract and W9/W8 in the appropriate Google Drive folders and will email a copy of each to the Finance Team, who will then contact the consultant and prepare for invoice payments.
    1. Contracts saved here; W9 and W8 forms saved here

After Execution: Invoice and Payments

  1. GitLab Foundation distributes funds via EFT (electronic funds transfer) through BILL.
    1. The consultant can easily set up a subscription-free Basic Receivables account for payments.
  2. Invoices should be sent to the GitLab Foundation point of contact based on the payment schedule in the contract. A W9 or W8 must accompany the first payment made.
    1. If the consultant incurs pre-approved expenses such as travel, they must follow the Foundation’s Non-Employee Reimbursement policy and instructions.
  3. Team members can learn about submitting invoices and reimbursement requests here.
  4. Questions regarding payments may be sent to [email protected]

Contract Amendment Process

  1. Thirty days prior to the contract’s expiration, the Operations Coordinator will email the relevant GTLF team member, informing them of the upcoming expiration and prompting review for potential amendments or renewal.
  2. If an amendment is needed, the GTLF team member must get approval from their manager and confirm that budget and resources are available.
  3. Once approval is obtained, the GTLF team member should draft changes using our GTLF-contract-amendment template and email the drafted amendment to the Operations Coordinator. The email must include confirmation of manager approval (just note in your communications that they have approved).
  4. The Operations Coordinator and Director of Operations will review the amendment within 7-10 business days.
  5. Once approved, the amendment will be sent via DocuSign for signatures. The President & CEO will receive and sign first, followed by the consultant.