5.

Procurement Processes and Forms

This section outlines the six main forms for the procurement process and some of the
processes for using them.

Form Name Section For Internal or Purpose

External Use?

Purchase Request (PR) 5.1 Internal Initiates the procurement process;

includes specifications and
authorizations.

Request for Quotation (RFQ) 5.2 External Requests quotations from potential
Suppliers or Providers.

Request for Proposal (RFP) 5.2 External For more complex/costly

procurements, instead of RFQ.
Requests proposals from potential
Suppliers or Providers.

Bid Analysis (BA) 5.3 Internal Compares offers and justifies

selections.

Purchase Order (PO) 5.4 External Contractual document used to

confirm and release orders with
Suppliers.

Delivery Report Form (DR) 5.5 Internal Confirms delivery of requested

products or services.

Payment Request Form 5.6 Internal Authorizes payment to be sent to

Supplier or Provider.

Modifications to Standard Forms

IRC standard forms may only be modified by Country Programs to meet local requirements
such as language. When making changes to forms provided by GSC, contact the Regional
Supply Chain Director. All changes must be approved by the CGSCO.

Approval Required/Authorization Schedules

Each office has an Authorization Schedule, available from in-country Finance, establishing
and documenting the levels and type of authority given to each IRC staff member. Supply

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