Standard Operating Procedure: Purchasing and Procurement SOP

1.0 Purpose

To define the procedure for acquiring equipment, chemicals, and subcontracted services, ensuring all inputs meet HWB’s clinical quality standards and GHS safety requirements.

2.0 Scope

Applies to all external providers and internal requisition processes.

3.0 Universal Mandates (2026 Baseline)

1. Guidance First: If a vendor quote exceeds the approved budget by >10%, ASK the CEO before confirming.
2. Tier 6 Telemetry: Every vendor evaluation and PO (Purchase Order) must be logged.
3. Physical Truth: Use absolute paths for the Approved Vendor List (AVL).

4.0 Procedure

4.1 Requisition

1. Submit a formal request for supplies using the Inventory Dashboard.
2. Specify the required SigmaFidelity™ Grade (e.g. for microfibers or chemicals).

4.2 Vendor Selection

1. Select ONLY from the Approved Vendor List (AVL).
2. Evaluate new vendors based on delivery cycle time and compliance with GHS documentation.

4.3 Inspection & Receipt

1. Verify the shipment against the PO.
2. Inspect chemicals for intact labels and SDS availability.
3. Notify Accounting upon successful zero-defect receipt.

5.0 Verification (Zero-Defect Check)

• Monthly audit of unverified chemicals at site locations (Target: 0).
• Quarterly vendor performance reviews signed by the CEO.

6.0 Revision History