Services · Foundational

Supplier Sourcing, Tendering and Evaluation Procedures

PRM02

Documents sourcing methods, quotation/tender procedures, bid evaluation, evaluation committees, conflict declarations and award documentation. Includes simplified sourcing options (single-quote and three-quote methods), emergency and local-market procurement guidance, and basic conflict-of-interest controls.

What changes

More transparent supplier selection, reduced procurement integrity risks, better audit evidence for procurement decisions and practical sourcing options for smaller or emergency contexts.

What you get

Supplier sourcing and tendering procedures, written into the procurement manual PRM001
Request for quotation and invitation to tender template pack PRM004
Bid evaluation and scoring matrix with evaluation committee report template PRM005
Procurement conflict-of-interest declaration and supplier screening form PRM006

What has to come first

PRM01Procurement Policy and Governance Manual Module Recommended

The procurement governance module sets the principles, thresholds and delegations that the sourcing methods apply
AAMAccountability & Approval Matrix Recommended

The organisation-wide accountability and approval matrix informs who approves awards at each value band

Who is involved

From the National Society's side. This is what the engagement asks of your people.

Your own staff work alongside the adviser throughout, so this is a commitment of their time as well as the Centre's. Ask in the request and you are given the day estimate per role before anything is signed.

Role	What they do
HNS procurement or logistics lead	Runs sourcing, tendering and evaluation
HNS Finance Director	Owns procurement compliance and approves awards
Evaluation committee members	Score bids and declare conflicts
Budget holders and programme managers	Define requirements and raise requisitions
HNS Board or Audit and Risk Committee	Oversight of high-value awards, where constituted
GFDC delivery team	Drafts the procedures and advises

How it is measured

Indicator	Target	Evidence
Sourcing and tendering procedures approved and issued	Within 8 weeks of kick-off	Approval minutes or signed manual module
Competitive sourcing method applied above threshold	Correct sourcing method (three-quote or tender) evidenced on sampled purchases above the simplified band	Post-implementation sample of purchase files
Bid evaluation documented by an evaluation committee	Scored evaluation matrix and signed committee report on file for sampled tenders	Tender file review
Conflict-of-interest declarations completed before scoring	Signed declarations on file for evaluation committee members on sampled tenders	Tender file review

Tools

3 of 3 ready to download.

PRM004 Request for quotation and invitation to tender template pack Template DOCX
PRM005 Bid evaluation and scoring matrix with evaluation committee report template Template XLSX
PRM006 Procurement conflict-of-interest declaration and supplier screening form Template DOCX

Standards

COSO Internal Control - Integrated Framework
HNS procurement policy and financial regulations
The Sphere Handbook - Humanitarian Standards
ISO 37001 - Anti-bribery management systems
IFRC integrity and fraud and corruption prevention policies
IFRC procurement and supply chain standards

Request this service

The form arrives with PRM02 filled in. You can change it, and you do not have to be sure.

Request PRM02

Code: PRM02
Tier: Foundational
Outcome area: 3 · Internal controls, policies, procedures and process effectiveness
Deliverables: 4
Tools: 3 of 3

Comes before

1 service names this one as a prerequisite.

PRM05Procurement Compliance Review and Documentation Toolkit

Not sure this is the one?

Start from the problem instead of the service code.

What do I need?

Describe the problem, not the service

You do not need to know which of the 124 to ask for.

Request support