Consultants and Vendors

Process

  1. Team members should speak with their manager 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. Once the manager approves, the President & CEO will also need to approve.
    1. Team members must speak with the Director of Operations to confirm there are sufficient funds to support the consultant and/or project in advance
  3. Team members should work with the consultant to draft a Scope of Work using this template
  4. Team members must obtain approval from their manager before finalizing the Scope of Work
  5. Team member should request a copy of the consultant’s W9 (must be signed and dated within the last 12 months)
  6. Team members must assign a ClickUp task to the Director of Operations. The task must include:
    1. Link to the scope of work template and required information
    2. Copy of the W9
  7. Director of Operations will draft the contract and share with the team member for a final review within 5-7 business days
  8. Once the team member has approved, the contract will be sent via DocuSign to be signed by the President & CEO and consultant.
  9. The consultant, Director of Operations and team member will receive an executed copy of the contract via DocuSign once signed by all parties.

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
    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]

Grantees

Learn more about the contract process for grant agreements here.