Vendor Introduction Meeting Protocols

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.
   • If we are following up with vendors, we met at an outreach event and have already their capabilities statement, we can scan the statement and save it to the right UT BOX folder.
     • UT BOX Link for Construction Related Vendors: https://utexas.app.box.com/folder/127256640087
     • UT BOX Link for Procurement Related Vendors: https://utexas.box.com/s/coolok8fl00qqcdjl8jbvarzg0ck24y0
   • Offer the vendor a few available times/dates to hold a 30-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.

2. 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. 

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

4. 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.