Notes: Country Offices should use the Contracted Supplier Tracking

Sheet (Appendix P10) to keep a list of their suppliers and submit this
Tracking Sheet to the Legal Unit at the end of each fiscal year.

Duration of Contracts
The duration of contracts, including MPAs, may not exceed twelve months.

A one year contract can be renewed for one more year after prices, market analysis, and
service are re-evaluated. After the initial year and renewal a new RFP process must be
conducted.

The Supplier Contracting process, MPA process, and renewal process are outlined in Section
9.

7.3 Contract Management System (CMS)

The Contract Management System (CMS) is a tool created by GSC to store all International
contracts managed by the Global Procurement Team and all country program contracts
reviewed by the Regional Supply Chain Directors with a value of $100,000 and above in a
central database allowing for better visibility and quick access to documents when required.

All vendor contract agreements must be stored in the Box folder which can be found on the
below link:

https://rescue.app.box.com/files/0/f/3707946957/Contracts

For more detail guidance on the process please refer to the Contract Management System
SOP# GSC/PROC/011

7.4 Sole/Single Source Suppliers & Procurement

Process Waivers
There are some situations and circumstances when it may not be possible to follow IRC
procurement policies and procedures. In these situations, the Supply Chain Coordinator or
the Supply Chain Lead in the Country Office will need to apply for an exception, also known
as a waiver or derogation. The request for a waiver must be made in writing to the Regional
Supply Chain Director and approval must be given by the Global Supply Chain Director
prior to making a commitment to the Supplier.

The Procurement Process/Sole Source Waiver Request Form (Appendix P44) shall be used
for documenting justification for the following requests:

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