Execution Automation Procedure

Delegated authority record

Named human approver, authority scope, dollar limit, action type, expiry, and second reviewer where required.

Source evidence packet

Official notice, solicitation, RFQ, supplier response, quote, amendment check, source URL, retrieval date, and accepted attachments.

Authorized submission channel

The exact portal, email, address, or electronic commerce method authorized by the solicitation.

Active SAM/UEI/CAGE registration

Offeror registration status and SAM evidence at time of offer or quotation, unless a documented exception applies.

Representations and certifications review

Annual SAM reps/certs and solicitation-specific representations verified by an accountable reviewer.

Responsibility evidence

Financial resources, delivery capability, performance record, integrity, subcontractor responsibility, and required resources.

Procurement integrity review

No protected source-selection information misuse, improper disclosure, bribery, gratuity, off-book communication, or unfair advantage.

OCI and conflict review

Organizational conflicts, related-party issues, advisor conflicts, and mitigation disposition.

Pricing and margin review

Price-to-win, cost basis, quote comparison, margin, taxes/duties, fees, assumptions, and reviewer approval.

Legal terms review

Binding terms, signatures, reps/certs, warranty, IP, disputes, governing law, and entity authority.

Compliance release

Restricted-party, forced-labor, export/import, claims, privacy, safety, and lane-specific compliance disposition.

Counterparty approval

Approved vendor/customer record, beneficial-owner review where needed, payment terms, and fraud screening.

Finance approval

Budget, payment method, tax treatment, deposit policy, invoice approval, and segregation of duties.

Broker and logistics release

HTS/HS assumption, Incoterms, commercial invoice, packing list, export docs, freight, insurance, broker notes, and receiving plan.

Quality release

Inspection, sample disposition, product specs, nonconformance/CAPA risk, lot/serial plan, and acceptance criteria.

Security and privacy release

CUI, personal data, trade secrets, credentials, token custody, intimate data, and access controls reviewed where applicable.

Immutable audit log

Who, what, when, source hash, approver, version, dry-run output, release packet, and external receipt captured.

Feature flag and allowlist

Production execution disabled by default; only named lanes, domains, counterparties, and actions can be enabled.

Kill switch and rollback plan

Operator can stop queued execution; rollback, withdrawal, correction, or notification path is documented where possible.

Receipt and confirmation plan

Submission receipt, email confirmation, portal confirmation, wire confirmation, bill of lading, or delivery confirmation capture.