Vendor Introduction Meeting Protocols

Purpose: To meet with vendors, to learn more information about the company's capacity and capabilities.

Vendor Introduction Meeting Procedure:

1.     Contact made to HUB Office

• • Generally, we get Vendor Introduction Meeting Requests via email. We also can set up a Vendor Introduction Meeting with vendors we meet at outreach events. 

2.     Ask for Capability Statement

·       Ask the vendor to email you a capability statement and to also email you 25 words or less a description of their business prior to the in-person or video meeting.

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Ø  UT BOX Link for Procurement Related Vendors: {+}https://utexas.box.com/s/coolok8fl00qqcdjl8jbvarzg0ck24y0+^{Image RemovedImage Added}
·       Offer the vendor a few available times/dates to hold a 30 minutes -minute virtual (or in-person) meeting. 
 

3.     Schedule the Vendor Introduction Meeting

·       The appointment should be made via the UTHUB-HSP inbox.
·       Invite HUB/SB Associate(s) and Buyer(s) if appropriate. 
 

4.     Preparation for the Vendor Introduction Meeting

·       Review the capability statement.
·       Review vendors' email response if they sent a brief description of their company.
·       If vendor is a HUB, check the HUB status a look over the class and item codes to see if they reflect the work described.
·       Consider any questions you may have for the vendor.
 

5.     At Vendor Introduction Meeting

• • Use the Standardized Questions List
  • Keep notes attached to the meeting in UTHUB-HSP calendar invite.

Vendor Meeting Standard Format and Questions

1. Introduce all the participants.

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1. Informal agenda:
   • Vendor to discuss their business.
   • Questions from us for clarification of the business
   • Description of what our office does to help the HUB vendors.
   • Description of the procurement process at The University of Texas at Austin
   • Conclusion. Clear instructions on what the vendor needs to do and what our office will do after the meeting as a follow-up. 

1. Allow the Vendor to give you a short demo or explanation of their business.

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1. Questions to ask the vendor:
   • How do you classify your type of work?
   • What do you feel is most unique about your company vs your competitors?
   • Ask vendor who are their biggest competitors if they know. 
   • If the business isn't clearly defined, ask them where in the university community do, they see themselves selling their goods or services. 
   • Be clear about what our office can do to help them in the procurement process so they don't misunderstand and want more than we can offer.