Procurement & Vendor FAQ

Registration is handled through the Aevum Zenth Supplier Portal. Click "Register as Supplier", complete the organization profile, upload required certifications (business license, insurance, tax ID), and submit for compliance review. Approval typically takes 5–7 business days.

Required documents include:

• Valid business registration & tax identification
• Certificate of Insurance (general liability, workers comp)
• W-9 or W-8BEN forms
• Banking details for AP setup
• Conflict of interest declaration
• Division-specific certifications (e.g., ISO 9001, AS9100 for aerospace)

Yes. A single master vendor record can be linked to multiple divisional spend categories. During portal registration, select all applicable divisions. Each division may require additional compliance checks or performance evaluations.

All active RFPs, RFQs, and standing offers are published on the Supplier Portal under the Opportunities tab. You may also subscribe to division-specific procurement mailing lists via the portal notification settings.

Bids are scored across four weighted pillars:

• Technical Capability (35%) – Solution fit, innovation, scalability
• Commercial Terms (30%) – Pricing, payment flexibility, TCO
• Compliance & Risk (20%) – Security, regulatory alignment, audit history
• Sustainability & ESG (15%) – Carbon footprint, labor standards, circularity

Joint ventures and consortium bids are permitted if a lead partner is designated. The lead partner assumes primary contractual liability and must submit a Joint Venture Agreement outlining roles, IP ownership, and revenue split before bid submission.

Standard master service agreements (MSAs) run for 24–36 months with annual performance reviews. Renewals are initiated 90 days prior to expiry. Vendors meeting or exceeding KPIs receive automatic renewal invitations; underperforming vendors enter a remediation or replacement workflow.

All amendments require a formal Change Order Request (COR) submitted through the portal. Legal and procurement review takes 10–14 business days. Pricing, scope, or timeline changes over 10% trigger a mandatory stakeholder sign-off.

Yes. Mutual NDAs are executed automatically upon portal registration. Division-specific IP agreements or data processing addendums (DPAs) are generated during the bidding phase when sensitive technical or operational data is exchanged.

Standard terms are Net 45 from invoice date. Select high-performing vendors may qualify for Net 30 or accelerated payment programs. Early payment discounts require explicit approval during contract negotiation and are not retroactive.

Submit all invoices digitally via the Accounts Payable module in the Supplier Portal. PDF or XML formats are accepted. Invoices must reference the Purchase Order (PO) number, WBS code, and approved receipt of goods/services. Email submissions are rejected.

Common causes include: missing PO reference, mismatched amounts, expired insurance certificates, or pending receipt verification. Check your portal dashboard for Exception Alerts. Resolve discrepancies within 48 hours to avoid further AP holds.

Active vendors must complete the annual Supplier Sustainability Questionnaire by March 31. Required disclosures cover Scope 1–3 emissions, water usage, waste diversion rates, DEI metrics, and modern slavery compliance. Failure to submit triggers a compliance flag and may impact renewal eligibility.

Yes. The Zenth Green Supply Chain Initiative provides access to carbon accounting tools, energy audit templates, and matching grants for vendors implementing measurable decarbonization projects. Apply through the portal's Innovation & Sustainability section.

Aevum Zenth conducts risk-based audits annually. High-risk categories (manufacturing, logistics, raw materials) receive on-site or third-party virtual audits. Vendors must maintain compliant wage records, safety training logs, and grievance mechanisms. Remediation plans are enforced for findings.