HR Quotation Process SOP

HR QUOTATION PROCESS SOP

Administrative Information

SOP Number:    Department:

Effective Date:

Purpose & Scope

Purpose: Define the standardized procedure for requesting, receiving, evaluating and approving quotations for HR-related services and candidate placement fees, ensuring consistent evaluation, cost control, compliance with confidentiality and data protection standards, and timely approval.

Scope: This SOP applies to all HR staff, hiring managers, procurement liaisons and external vendors providing recruitment, assessment, training or placement services to the organization. It governs request submission, vendor quotation intake, evaluation criteria, approval thresholds, contract initiation recommendations, and record retention.

Definitions

Quotation: a written statement from a vendor specifying services, deliverables, timelines and price. Requestor: HR staff or hiring manager initiating the quotation request. Vendor: external party providing the quotation. Evaluation Panel: designated HR and Finance representatives who review quotes against criteria outlined in this SOP.

Roles and Responsibilities

HR Initiator: Completes the Quote Request Form, identifies business requirements, and submits for review. HR Coordinator: Logs incoming quotations, coordinates vendor communications, and prepares evaluation summary. Procurement Liaison: Verifies vendor compliance with procurement policies and assists with negotiation. Finance Representative: Validates budget availability and cost classification. Hiring Manager: Confirms job specification and candidate requirements.

Standard Procedure Steps

1. Initiation: The HR Initiator completes the Quote Request Form (Section: Quote Request) including job specification, expected start date, and budget estimate. Submissions must include required candidate criteria and any vendor pre-qualification notes.

2. Vendor Engagement: HR Coordinator issues a Request for Quotation to a minimum of three qualified vendors where practicable. All RFQs must specify deliverables, evaluation criteria and confidentiality obligations.

3. Receipt and Logging: Upon receipt, the HR Coordinator records each quotation in the Quotation Log (reference field below) and assigns a quotation reference number.

4. Evaluation: The Evaluation Panel scores quotations against criteria: compliance, price, delivery timelines, guarantees/warranties, candidate quality guarantees and vendor references. Scoring must be documented.

Quote Request Form

Position Information (if applicable)

Proposed Start Date:

Vendor Quotation Entries (up to 3)

Evaluation & Approval

Evaluation Summary: Provide a concise justification for the recommended vendor selection, including scoring against mandatory criteria and total cost breakdown.

Approvals Required: Check applicable approvers. Signatures below constitute formal approval to proceed to purchase order or contract negotiation.

HR Manager    Hiring Manager    Procurement Liaison    Finance Representative

Confidentiality, Compliance and Data Protection

All quotations, candidate data and evaluation materials are confidential. Recipients must handle personal data in accordance with applicable data protection and privacy obligations. Vendors must not disclose candidate information without prior written consent and must implement reasonable technical and organizational measures to protect data.

Compliance Statement: Vendors and staff must comply with anti-bribery laws, equal employment opportunity requirements and any internal procurement policies. Any conflict of interest must be declared in writing to the Process Owner before vendor engagement.

Recordkeeping & Retention

All quotation materials, evaluation records and approvals shall be stored in the HR procurement file. Retention period (in years):

Change Control

Amendments to this SOP must be submitted as a Change Request documenting the reason for change, proposed text, and required approvals. Change Requestor:

Training and Competency

Personnel responsible for executing this SOP must complete documented training covering vendor engagement, scoring methodology, confidentiality obligations, and recordkeeping. Training Completion (date):

KPIs and Monitoring

Exceptions and Escalation

Requests that do not meet the minimum quotation requirements or exceed approval thresholds without prior approval require documented exception requests and escalation to the HR Director and Procurement.

Appendix A — Vendor Pre-Qualification Checklist

Confirmations: Insurance certificate on file    Vendor references checked    Legal/compliance check completed

Appendix B — Candidate Information (for placement services)

The following candidate-level information is collected only when quotations relate to candidate placement or contingent workforce services. Collected data must be handled in accordance with confidentiality obligations above.

Employment History (Minimum 2 entries)

Employer 1 — Dates Employed: to

Employer 2 — Dates Employed: to

Education

Graduation Date:

References (3 Professional)

Legal Disclosures & Applicant Certification

At-Will Employment Statement: Where applicable, completion of this form or engagement with placement vendors does not create a contract of employment. Employment, if offered, will be at-will unless otherwise provided in a written agreement signed by the organization's authorized representative.

Equal Opportunity Statement: The organization is an equal opportunity employer. Selection decisions will be based on merit, qualifications and business needs without discrimination.

Applicant Certification: I certify that all information provided in this document is true, complete and accurate to the best of my knowledge. I understand that any material misstatement may result in disqualification or termination.

Authorization: I authorize the organization and its authorized agents to contact previous employers, references, and third parties to verify the information supplied and to conduct background checks where permitted by law. I acknowledge that consent to background checks is a condition of certain engagements.

Applicant consents to background/reference checks

Sign Now