← Hub — Procurement & Purchasing — Requisitions, Vendors, RFQs
v10.0
P1 Purchase Requisition Form Requester / Department / Items / Justification / Approval
Global Food Solutions, Inc.
Purchase Requisition
PR# PR-2026-0342
Status: Pending Approval
Requested Items
Line Item / SKU Description Qty UOM Est. Unit Cost Est. Total Preferred Vendor
1 GFS-CHD-4010 Bongards Barrel Cheddar 40 lb 80 CS $178.00 $14,240.00 Bongards Creameries
2 GFS-EGG-2001 Large Grade A Eggs 30 dz 150 CS $55.00 $8,250.00 Cal-Maine Foods
3 GFS-BUT-1050 Unsalted Butter 36/1 lb 60 CS $174.00 $10,440.00 Grassland Dairy
Estimated Total: $32,930.00
Requester Signature
Maria Santos — 05/17/2026
Manager Approval
Pending…
Finance Approval
Required for PR > $25,000

PRs over $25,000 require dual approval (Manager + Finance). Emergency PRs route directly to CEO Michael Levine.

P2 Vendor Comparison Matrix Price / Lead Time / Quality / MOQ / Terms
Barrel Cheddar 40 lb — Vendor Comparison for Q3 2026
Criteria
Bongards
Perham, MN
Preferred
Tillamook
Tillamook, OR
Great Lakes
Adams, WI
Price / lb
$2.18
CME + moisture premium
$2.34
Fixed quarterly
$2.26
CME + flat premium
Lead Time
5 days
8 days
6 days
Quality Score
96/100
92/100
88/100
Min Order Qty
20 blocks
40 blocks
30 blocks
Payment Terms
Net 30
Net 15
Net 30
Food Safety Cert
SQF Level 3
SQF Level 3
SQF Level 2
Recommendation
PREFERRED
Best price + quality + terms
BACKUP
Premium brand positioning
ALTERNATE
Regional supply option

Matrix updated quarterly. Quality scores based on incoming inspections (last 12 months). Price reflects CME trailing week + 35% moisture premium for Bongards.

P3 RFQ Template Request for Quote / Product Specs / Delivery Schedule
GFS
Global Food Solutions, Inc.
131 Heartland Blvd, Edgewood, NY 11717
REQUEST FOR QUOTE
RFQ-2026-0089
Date Issued: May 17, 2026
Response Due: May 24, 2026
Contact: Michael Levine, CEO
Email: procurement@GlobalFoodSolutions.co

Dear Vendor,

Global Food Solutions, Inc. invites you to submit a quotation for the following products. Please provide pricing, lead times, and terms per the specifications below.

Product Specifications
LineProductSpecificationsQty / MonthPack Size
1 Barrel Cheddar USDA Grade A, ≥ 35% moisture, pasteurized, rBST-free, 500 lb barrels 80 barrels 500 lb
2 Process Cheese Loaf Government spec, 5 lb loaves, 6 per case, shelf-stable 200 cases 6/5 lb
3 Shredded Mozzarella LMPS, 4/5 lb bags per case, anti-cake agent, frozen acceptable 120 cases 4/5 lb
Delivery Requirements
Ship-To: 131 Heartland Blvd, Edgewood, NY 11717
Frequency: Weekly deliveries (Monday or Tuesday)
Temperature: Refrigerated (34-40 F), reefer truck with temp logger
Contract Period: July 1, 2026 – June 30, 2027
COA Required: Certificate of Analysis with each shipment

Please return your completed quote by May 24, 2026. We look forward to your response.

Michael Levine, CEO
Global Food Solutions, Inc.

RFQ template stored in NetSuite as form GFS-RFQ-001. Auto-populates vendor contact and product specs from item master.

P4 PO Approval Workflow Requisition → Review → Budget → PO → Confirmed
Purchase Order Lifecycle
Requisition
Employee submits PR
Manager Review
Dept head approval
Budget Check
In Progress
PO Created
NetSuite PO generated
Vendor Confirmed
Acknowledgment received
Approval Thresholds
Tier 1
$0-$5K
Manager Only
Auto-route
Tier 2
$5K-$25K
Manager + Director
Dual approval
Tier 3
$25K-$100K
Manager + Finance + CEO
Triple approval
Tier 4
$100K+
Board Review Required
Executive review

Workflow managed in NetSuite SuiteFlow. Average approval cycle: 1.4 days (Tier 1), 2.8 days (Tier 2), 4.2 days (Tier 3).

P5 Spend Analysis Dashboard Vendor Spend / Category / Trend / Top POs
YTD Spend
$18.4M
+8.2% vs. prior year
Active Vendors
47
-2 consolidated
Avg PO Value
$24.8K
+12% vs. Q1
POs This Month
142
On pace with plan
Spend by Vendor (YTD)
$18.4M
Bongards — $5.9M (32%)
Cal-Maine — $3.8M (21%)
Grassland — $3.1M (17%)
Leprino — $2.3M (12%)
All Others — $3.3M (18%)
Spend by Category (YTD)
Cheese
Eggs
Dairy
Frozen
Dry
Oils
Other
Monthly Spend Trend (2026)
Jan
Feb
Mar
Apr
May*
Jun
Jul
Aug
Sep
Oct
Nov
Dec
* May = projected based on MTD spend
Top 10 Purchase Orders (May 2026)
PO#DateVendorDepartmentAmountStatus
PO-26-184705/15Bongards CreameriesCheese$142,400Received
PO-26-185205/16Cal-Maine FoodsEggs$88,000In Transit
PO-26-183905/12Grassland DairyDairy$62,640Received
PO-26-185505/17Leprino FoodsCheese$47,500Pending
PO-26-184105/13Ardent MillsDry Goods$34,560Received

Data sourced from NetSuite PO records. Cheese category represents 42% of total procurement spend, consistent with business mix.

P6 Supplier Performance Scorecard Quality / Delivery / Pricing / Responsiveness / Food Safety
Bongards Creameries — Rolling 12-Month Performance
Performance Radar
Quality (96)
Delivery (92)
Pricing (88)
Response (94)
Food Safety (98)
Quality
96/100
0 rejections in 12 months. Moisture consistency 34.8-35.2%.
On-Time Delivery
92/100
46 of 50 deliveries on time. 4 delays due to weather (winter).
Pricing Competitiveness
88/100
CME trailing week + 35% moisture premium. Competitive within 3% of market.
Responsiveness
94/100
Avg RFQ response: 1.2 days. Issue resolution: 24 hours.
Food Safety
98/100
SQF Level 3 certified. Last audit: 98/100. Zero recalls in 5 years.
Overall Supplier Score
93.6/100
Rating: PREFERRED VENDOR

Scorecards reviewed quarterly. Vendors below 70 trigger corrective action. Below 50 triggers vendor replacement review.

P7 Vendor Evaluation Scorecard 10 Criteria / Weighted Scoring / Pass/Fail Threshold
New Vendor Evaluation — Weighted Scoring (100 Points Max)
Vendor Evaluation Scorecard
Form GFS-VE-001 · Rev. 05/2026
Vendor: Great Lakes Cheese
Evaluator: Michael Levine
# Evaluation Criteria Weight Score (1-10) Weighted Score Notes
1Product Quality & Consistency15%812.0Good consistency, minor moisture variance noted
2Pricing Competitiveness15%710.5CME + flat premium, slightly above Bongards
3On-Time Delivery Performance12%89.692% OTD over last 6 months
4Food Safety Certification (SQF/BRC)12%78.4SQF Level 2 (Level 3 preferred)
5Financial Stability10%99.0D&B rating: strong. Public company.
6Communication & Responsiveness8%75.6Avg RFQ response: 2.4 days (target: <2)
7Capacity & Scalability8%97.2Multiple plants, surge capacity available
8Regulatory Compliance (USDA/FDA)8%97.2USDA inspected, FDA registered, current
9Payment Terms & Flexibility6%84.8Net 30, willing to negotiate volume terms
10Geographic Proximity / Logistics6%63.6Adams, WI — 6-day transit to Edgewood
Total Weighted Score: 77.9 / 100 Approved
✓ 80+ = Preferred
● 65-79 = Approved
⚠ 50-64 = Conditional
✗ <50 = Rejected

Vendor evaluations stored in NetSuite custom record (GFS-VE). Re-evaluated annually or upon quality incident. Conditional vendors require corrective action plan within 30 days.

P8 Vendor Onboarding Checklist Documentation / Compliance / Setup / Timeline
New Vendor Onboarding Checklist
Target completion: 10 business days from approval
Phase 1 — Documentation (Days 1-3)
W-9 / Tax ID verification
Certificate of Insurance (GL, auto, workers comp)
Food safety certification (SQF, BRC, FSSC 22000)
USDA / FDA facility registration
Product spec sheets for all items
Banking details for ACH payment setup
Phase 2 — Compliance Review (Days 3-5)
Vendor evaluation scorecard completed (min score: 65)
HACCP plan review
Allergen control program verification
Recall / withdrawal procedure review
Phase 3 — System Setup (Days 5-8)
NetSuite vendor record created
Payment terms configured (Net 30 default)
Item records linked with vendor pricing
EDI trading partner setup (if applicable)
Phase 4 — Trial Order (Days 8-10)
Initial PO placed (small test order)
Receiving inspection: quality, temp, labeling
Vendor status set to ACTIVE in NetSuite

Incomplete onboarding blocks PO creation. All vendor documents stored in NetSuite file cabinet under vendor record. Annual re-certification of insurance and food safety docs required.

P9 Commodity Price Tracking CME Reference / Barrel Cheddar / Block / Butter / Weekly Trend
CME Barrel Cheddar
$1.8425
+$0.0275 vs. last week
CME Block Cheddar
$1.9150
-$0.0100 vs. last week
CME Butter
$3.2500
+$0.0750 vs. last week
Barrel-Block Spread
$0.0725
Barrels below blocks
CME Barrel Cheddar — 12-Week Trend ($/lb)
W1
W2
W3
W4
W5
W6
W7
W8
W9
W10
W11
W12*
* W12 = current trailing week. Range: $1.7650 (W4 low) to $1.8425 (W12 high). Bongards pricing: CME trailing week + 35% moisture premium.
Price Impact on Active Contracts
CustomerContract TypeBase PriceCurrent EffectiveChangeImpact (Monthly Est.)
Good Eats Commissary CME + $0.12 $1.9625/lb $1.9625/lb +$0.0275 +$1,155
NYC Metro School District Fixed Quarterly $2.0500/lb $2.0500/lb No change $0
Northeast Grocery Co. CME + $0.08 $1.9225/lb $1.9225/lb +$0.0275 +$825

CME prices sourced daily from CME Group Dairy Reports. Trailing week calculated Friday-Thursday. Bongards pricing: CME barrel trailing week average + 35% moisture premium bracket. Price changes communicated to affected customers within 24 hours of weekly close.

P10 Sole Source Justification Non-Competitive Procurement / Documentation / Approval
GFS
Global Food Solutions, Inc.
131 Heartland Blvd, Edgewood, NY 11717
SOLE SOURCE JUSTIFICATION
SSJ-2026-0015
Date: May 18, 2026
Requestor: Michael Levine, CEO
Vendor: Bongards Creameries
Est. Annual Value: $5,900,000
1. Product / Service Description

USDA Grade A barrel cheddar cheese, 500 lb barrels, minimum 35% moisture content, pasteurized, rBST-free. Volume: approximately 80 barrels per month for Northeast distribution.

2. Justification for Sole Source

Bongards Creameries is the only supplier that meets all of the following requirements simultaneously: (a) CME trailing-week pricing with 35% moisture premium bracket, (b) minimum order quantity of 20 blocks (lowest in market), (c) 5-day lead time to Edgewood, NY, (d) SQF Level 3 certification, and (e) Net 30 payment terms. Alternate suppliers Tillamook and Great Lakes were evaluated (see Vendor Comparison Matrix P2) but do not match on all five criteria.

3. Market Research Conducted

Three vendors were evaluated in Q1 2026. RFQ-2026-0089 was issued to Bongards, Tillamook, and Great Lakes Cheese. Detailed comparison documented in the Vendor Comparison Matrix (Section P2 of this design system).

4. Impact if Not Approved

Switching vendors would increase per-unit cost by $0.08-$0.16/lb ($38,400-$76,800 annually), extend lead times by 1-3 days, and require requalification with USDA programs. Customer contracts tied to CME+premium pricing would require renegotiation.

Requestor Signature
Michael Levine, CEO — 05/18/2026
Finance Approval
Required for all SSJ > $100,000

Sole source justifications required for any vendor receiving >$50,000 annually without competitive bidding. SSJs reviewed annually. Re-justification required if contract value increases >20%.

P11 Approved Vendor List (AVL) Active Vendors / Category / Status / Certification / Review Date
Active Approved Vendors — Dairy & Protein Category
Vendor Category Location Status Food Safety Score Payment Terms Next Review
Bongards Creameries Cheese Perham, MN Preferred SQF 3 93.6 Net 30 07/2026
Cal-Maine Foods Eggs Jackson, MS Preferred SQF 3 91.2 Net 15 08/2026
Grassland Dairy Butter / Dairy Greenwood, WI Preferred SQF 3 89.4 Net 30 09/2026
Leprino Foods Mozzarella Denver, CO Approved SQF 3 86.1 Net 30 10/2026
Great Lakes Cheese Cheese Adams, WI Approved SQF 2 77.9 Net 30 11/2026
Tillamook Cheese Tillamook, OR Backup SQF 3 82.3 Net 15 12/2026
Ardent Mills Flour / Dry Goods Denver, CO Preferred BRC A 90.8 Net 30 06/2026
Preferred Score 80+ / Primary supply
Approved Score 65-79 / Secondary option
Backup Qualified but not primary
Conditional Score 50-64 / Corrective action

AVL maintained in NetSuite. POs can only be created against vendors on the AVL. Vendor removal requires VP-level approval and 90-day transition plan.

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