Our Procurement Process

Contracting with Microsoft

Published: April 8, 2013 | Updated: March 6, 2015


In the last several years, procurement processes at Microsoft have become more and more streamlined. This means we can put the focus on what is most important—choosing qualified vendors/suppliers and developing relationships with them that enable us all to grow toward our potential. A transition from using the term “vendor” to “supplier” is underway; accordingly you can expect to see both terms used interchangeably.

Standard agreements and tools save everybody time and concern.
The Master Supplier Services Agreement, the Supplier Code of Conduct, and the Microsoft Supplier Guidelines are the key documents and policies central to contracting with Microsoft.

The Master Supplier Services Agreement (MSSA)

If such a contract is required by Microsoft, this contract must be executed by Microsoft and the supplier prior to doing any work. Because it is an overarching agreement, once the supplier has signed this Agreement, only business specific statements of work or purchase orders are needed. Having a uniform agreement in place helps ensure that Microsoft can consistently rely on certain aspects of its relationships with suppliers without discussion or concern, which frees both parties up for more critical activities—like completing the work! The MSSA outlines, in addition to other things, the following:
  • Standard payment terms, which include 2% 10/Net 60.
  • Tier X reporting, which helps Microsoft ensure that suppliers at all levels are doing everything they can to ensure as much diversity as possible within the supply chain.

Supplier Code of Conduct

Because Microsoft is committed to promoting a positive work environment, we expect our suppliers and their employees, agents, and subcontractors to adhere to the same standards of conduct and behavior that we expect from our own employees while they are on Microsoft property or doing business with Microsoft. This code of conduct is part of the supplier contract with Microsoft and is intended to assist suppliers in functioning smoothly and efficiently while performing work for Microsoft. 

The Microsoft Supplier Guidelines

The Microsoft Supplier Guidelines, an adjunct to the Master Supplier Services Agreement, outlines the requirements suppliers are expected to follow, including

  • Microsoft travel policy. Required for all reimbursable travel, the supplier travel policy is consistent with employee travel policy and enables the supplier to take advantage of the Microsoft travel program and associated negotiated pricing.
  • Pre-placement policy. Required of all contingent staffing agencies and other suppliers with employees who will be accessing Microsoft facilities or networks, this is a basic background check process that helps ensure the safety and security of Microsoft physical and electronic assets as well as all other individuals working for Microsoft.
  • Statement of Work (SOW) parameters. A SOW helps ensure that expectations are understood and agreed upon by all parties up front. Each SOW should include price, delivery dates, and specifications for the work. Legal term should not be included in a SOW.

Downloads

Contracting Requirements:


File NameOverviewDate Published
Master Supplier Services Agreement (MSSA)
Master Supplier Services Agreement.pdf
500 KB
PDF file
Engagement agreement that must be signed by suppliers and authorized agents of Microsoft.January 7, 2015
Supplier Code of Conduct

Supplier-Code-of-Conduct-2013.pdf
335 KB
PDF file

Full requirements of the standards of conduct that suppliers must follow. Other languages available here. The terms “vendor” and “supplier” will be used interchangeably.May 27, 2014
Microsoft Supplier Guidelines
Microsoft Supplier Guidelines.pdf
356 KB
PDF file
Full policy and procedure requirements for suppliers providing products and services to Microsoft. Suppliers who sign a Master Supplier Services Agreement must comply with these guidelines. The terms “vendor” and “supplier” will be used interchangeably.June 26, 2014
Microsoft Standard Purchase Order Terms and Conditions
PO-Terms-and-Conditions_en-US.pdf
106 KB
PDF file 
Standard purchasing and invoicing terms and conditions. Subsidiary terms available here.January 5, 2015

Other Downloads:


File NameOverviewDate Published
Small Business Contracting with MCS application form
Small Business Contracting with MCS application form.pdf
373 KB
PDF file
Form that must be completed as part of the Microsoft MCS Small Business Subcontractor Application process, which reviews potential subcontractors to Microsoft MCS North America.May 9, 2014
Microsoft Supplier Travel Policy

Microsoft Supplier Travel Policy.pdf
37.6 KB
PDF file

Full policy and procedure requirements for supplier travel. Suppliers who sign an MSSA must comply with these guidelines.May 9, 2014
Microsoft Supplier Data Protection Requirements
Supplier Data Protection Requirements en-US.pdf
517 KB
PDF file
Requirements for the protection of personally identifiable information and Microsoft product information. Other languages available here.November 26, 2014
Anti-Corruption Policy for Microsoft Representatives
Anti-Corruption Policy for Representatives.pdf
244 KB
PDF file
Anti-Corruption & Anti-Bribery requirements for suppliers providing products and services to Microsoft. Other languages available here.May 27, 2014
Supplier Code of Conduct Training
This video course covers a number of topics from the Microsoft Supplier Code of Conduct. The course lasts about 30 minutes. It is available here in 33 languages. The terms "vendor" and "supplier" will be used interchangeably.September 25, 2013

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