Vendor Onboarding for Procurement Teams

Security vendor onboarding usually involves insurance review, tax documentation, license verification and contract execution before the first post is staffed. This page sets out the documents McCray provides, the information McCray asks for in return and the usual order of steps. Each document listed below is available on request.

Documents McCray Provides

Supplier Registration Portals

McCray can complete supplier registration in supplier portals such as Coupa, SAP Ariba and Jaggaer, as well as client-specific vendor portals. Registration usually begins with an invitation from the client’s procurement team. McCray then completes the supplier profile, uploads the requested documents and returns any supplier questionnaires.

What McCray Asks of the Client

To prepare post orders and assign officers, McCray asks each client for the following:

• Site list with addresses
• Post schedules and hours
• Access and badge procedures
• Emergency contacts
• Insurance requirements
• Billing contacts and invoice requirements

Insurance requirements are most useful early, so the certificate of insurance and any additional insured endorsement match the contract. The officer classification for each post is confirmed in the contract.

Typical Onboarding Steps

Officers complete a five-stage screening process and tier-based training before assignment, including de-escalation and, for retail posts, organized retail crime recognition. Supervisors make unannounced site visits, and the McCray Operations Desk answers 24/7/365. Incidents are documented on scene, time-stamped and GPS-verified.

Invoicing and Reporting

Rates are set out in a written rate schedule after McCray reviews the client’s needs. Billing frequency, payment terms and purchase order requirements are set in the master services agreement. During onboarding, the client confirms the billing contact, the invoice format and whether invoices are submitted through a supplier portal.

For reporting, McCray holds a Monthly Operational Review and a Quarterly Business Review with each client. Clients with many locations see the same measures in every market, as described on the multi-site security programs page.

Common Questions

Can McCray register in a company’s supplier portal?

Yes. McCray can complete registration in supplier portals such as Coupa, SAP Ariba and Jaggaer, and in client-specific portals. Registration usually begins with an invitation from the client’s procurement team.

How is additional insured status documented?

A certificate of insurance alone does not make a party an additional insured; that status is created by an endorsement to the policy (see Miller Nash LLP, on certificates of insurance). Where the contract requires additional insured status, the certificate and a copy of the endorsement are available on request. Sharing the client’s insurance requirements early allows both to match the contract.

How is license information provided?

License information for the jurisdictions named in the contract is available on request. The licenses page lists published license information.

How are banking details shared?

Banking and remittance details are available on request during supplier setup. In a July 2018 public service announcement on business email compromise, the FBI’s Internet Crime Complaint Center advised businesses to verify all requests for a change in payment type or location and to establish a secondary means of communication for verification (see IC3, “Business E-mail Compromise The 12 Billion Dollar Scam”). Accounts payable teams can confirm any request to change McCray’s remittance details by calling 833-832-6647 before updating a supplier record.

Are prices included in onboarding documents?

No. Rates depend on the officer classification, hours, schedule and site requirements, and are provided in a written rate schedule as part of contracting.