Table of Contents

1. INTRODUCTION ................................................................................................... 4
2. SUPPLY CHAIN AUTHORITY & SEGREGATION OF DUTIES ..................................... 5
2.1 SEGREGATION OF DUTIES ....................................................................................................................5
3. ETHICS IN PROCUREMENT

6
3.1 RESPONSIBLE AND ETHICAL SUPPLIERS ...................................................................................................6
3.2 SUPPLIER RELATIONS..........................................................................................................................6
3.3 PURCHASES FOR IRC STAFF .................................................................................................................7
4. THE PROCUREMENT PROCESS

8
4.1 PROCUREMENT THRESHOLDS...............................................................................................................8
4.2 PROCUREMENT BY NON-SUPPLY CHAIN STAFF ........................................................................................9
4.3 PROCUREMENT UNDER $2,500 ...........................................................................................................9
4.4 PROCUREMENT $2,500 TO $19,999 ...................................................................................................9
4.5 PROCUREMENT $20,000.00 AND ABOVE ..............................................................................................9
4.6 SUPPLIER INVITATION METHODS ........................................................................................................10
5. PROCUREMENT PROCESSES AND FORMS .......................................................... 11
5.1 PURCHASE REQUEST (PR) .................................................................................................................12
5.2 REQUEST FOR QUOTATION / REQUEST FOR PROPOSAL ...........................................................................17
5.3 BID NOTICE (APPENDIX P16): ...........................................................................................................17
5.4 INTENT TO BID FORM (APPENDIX P17): ..............................................................................................17
5.5 BID REGISTER (APPENDIX P18): .........................................................................................................18
5.6 BID ANALYSIS (BA)..........................................................................................................................18
5.7 PURCHASE ORDER (PO) ...................................................................................................................18
5.8 DELIVERY REPORT (DR) AND CERTIFICATE OF COMPLETION .....................................................................19
5.9 PAYMENT REQUEST FORM ................................................................................................................20
6. EMERGENCY PROCUREMENT............................................................................. 21
7. TYPES OF SUPPLIERS .......................................................................................... 21
7.1 AD-HOC SUPPLIERS .........................................................................................................................22
7.2 CONTRACTED SUPPLIERS ...................................................................................................................22
7.3 CONTRACT MANAGEMENT SYSTEM (CMS) ..........................................................................................23
7.4 SOLE/SINGLE SOURCE SUPPLIERS & PROCUREMENT PROCESS WAIVERS ....................................................23
7.5 PHARMACEUTICAL SUPPLIERS ............................................................................................................26
7.6 IT SUPPLIERS ..................................................................................................................................27
7.7 FOOD SUPPLIERS .............................................................................................................................28
7.8 INTERNATIONAL SUPPLIERS (VIA GSC) ................................................................................................28
8. SUPPLIER CONTRACTING ................................................................................... 29
8.1 MPAS AND EU DONORS ..................................................................................................................29
8.2 SUPPLIER CONTRACT REVIEW POLICY ..................................................................................................30
8.3 USE OF CONTRACT TEMPLATES ..........................................................................................................31