Vendor Intake Form Template for Canada

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Key Requirements PROMPT example:

Vendor Intake Form

"I need a Vendor Intake Form for a Canadian technology company that will be handling sensitive data, so it needs enhanced privacy and security sections, plus specific clauses for intellectual property protection and data handling compliance under PIPEDA."

Document background

The Vendor Intake Form serves as a critical document in the vendor onboarding process for organizations operating in Canada. This form is utilized when establishing new business relationships with suppliers, contractors, or service providers, ensuring proper due diligence and compliance with Canadian regulations. The document collects comprehensive information about the vendor's business operations, legal status, financial details, and compliance certifications. It helps organizations maintain compliance with various Canadian laws including PIPEDA, tax regulations, and anti-money laundering requirements. The Vendor Intake Form also facilitates risk assessment and supports the organization's vendor management program by standardizing the collection of essential vendor information.

Suggested Sections

1. Vendor Information: Basic vendor details including legal business name, operating name, business address, and contact information

2. Business Classification: Legal structure, years in business, industry classification, and size of organization

3. Tax Information: Tax registration numbers (GST/HST), business numbers, and relevant tax certificates

4. Financial Information: Banking details, payment terms, and electronic funds transfer information

5. Compliance Declarations: Declarations regarding legal compliance, ethical business practices, and conflict of interest

6. Insurance Information: Details of required insurance coverage and certificates

7. Certifications and Licenses: List of relevant business licenses, permits, and professional certifications

8. Authorization: Signature section for vendor representative to certify accuracy of information

Optional Sections

1. Diversity Certification: Section for identifying diverse supplier status (e.g., Indigenous-owned, women-owned business) - include when organization has supplier diversity programs

2. Environmental Compliance: Details about environmental certifications and compliance - include for vendors in environmentally sensitive industries

3. Security Clearance: Information about security clearances and background checks - include for vendors requiring access to sensitive information or facilities

4. Health and Safety: Health and safety program details and certifications - include for vendors performing on-site work

5. Quality Management: Quality control processes and certifications - include for manufacturing or service delivery vendors

6. Subcontractor Information: Details about subcontractors and their compliance - include when vendor will use subcontractors

Suggested Schedules

1. Schedule A - Product/Service Categories: Detailed list of products or services offered by the vendor

2. Schedule B - Rate Card: Standard pricing or rate information for vendor's products or services

3. Schedule C - Required Certificates: Copies of all required certificates and licenses

4. Schedule D - Insurance Certificates: Copies of insurance certificates and coverage details

5. Appendix 1 - References: Form for collecting business references and past performance information

6. Appendix 2 - Code of Conduct Acknowledgment: Vendor acknowledgment of organization's code of conduct and ethical requirements

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co

Relevant legal definitions

Clauses

Relevant Industries

Manufacturing

Technology

Professional Services

Construction

Healthcare

Retail

Financial Services

Transportation and Logistics

Energy and Utilities

Education

Government and Public Sector

Telecommunications

Food and Beverage

Consulting Services

Relevant Teams

Procurement

Legal

Finance

Compliance

Risk Management

Operations

Supply Chain

Accounts Payable

Vendor Management

Internal Audit

Relevant Roles

Procurement Manager

Vendor Management Specialist

Supply Chain Director

Contract Administrator

Legal Counsel

Compliance Officer

Finance Manager

Risk Management Officer

Operations Manager

Purchasing Agent

Accounts Payable Manager

Supplier Relations Coordinator

Business Operations Manager

Chief Financial Officer

Chief Procurement Officer

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