5.

5 Bid Register (Appendix P18):

This form allows for centralized tracking of all aspects of the RFP process. Any additional
documents or changes to initial documents should be included in the procurement file. For
detailed information about bid register please refer to bid register SOP# GSC/PROC/006

5.6 Bid Analysis (BA)

The Bid Analysis (BA) summarizes and compares offers/proposals and provides a
justification for the selection of a Supplier/Provider.

A Bid Analysis form is required for all competitive procurement (over $2500). Below this
level, Supply Chain should analyze whether the quoted price is reasonable based on market
prices, but no Bid Analysis form is required.

For more guidance and details please refer to the following templates and SOPs:

i. Bid Analysis SOP # GSC/PROC/009

ii. Justification of Award SOP # GSC/PROC/010
iii. bid analysis template (Appendix # P4)
iv. Justification of Award Template

5.7 Purchase Order (PO)

The Purchase Order (PO) documents and confirms all details of a purchase to be made from
a Supplier. POs should be signed according to the in-country signature authorization matrix.
Once accepted by the Supplier, the PO is a formal and legal contractual commitment
between the IRC and the Supplier.

When a Contracted or MPA Supplier is used (Section 7.2), the PO is used to release
products or services under the overall MPA or contract between the IRC and the Supplier.

Note: The PO form can be found in the Appendix P5. The standard IRC
Terms and Conditions (Appendix P6) shall be included with every IRC
Purchase Order for the one-time procurement of goods. Any changes to
the Purchase Order Terms and Conditions either requested by a Supplier
or by a Country Office require GSC approval and review by the Legal Unit
(as applicable).

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