Procurement Process Waiver: A written justification of why standard IRC

procurement policies and procedures will not be followed.

Sole or Single Source Justification: When the supplier is the only known or available
supplier with the ability to meet the requirements of particular goods or services (Sole
Source), or when only one supplier of particular goods or services is being used,
although other sources are known or are qualified (Single Source).

A Sole Source Supplier has been verified, and documented, as the only supplier of a specific
product or service, making it impossible to obtain three bids. Justification for a Sole Source
Supplier can be based on one or more of the following criteria: compatibility with existing
equipment, only known supplier or provider of this product or service, only product or
service that will meet the requirements for its intended use. Sole Source status shall be
reviewed and approved at least every 12 months.
The following examples are situations when a Procurement Process Waiver, Sole, or Single
Source is justified:
Only the proposed source can furnish the service because the source has previous
experience with IRC and that learning curve would be an excessive, redundant expense
to duplicate. (The excessive cost must be quantified.)
Having an alternative source duplicating these capabilities would result in excessive cost
to the project. (The excessive cost must be quantified.)
The item does not satisfy the requirements for Sole Source, but the use of any other
manufacturers product would result in excessive cost to the project. (The excessive cost
must be quantified.)
Other extenuating circumstances or considerations, including adverse impacts on the
humanitarian response activity, as applicable. (A thorough rationale and/or verifiable
excessive cost must be provided.) For example:
o When there is a threat to life, property, health, safety to the public or to IRC
staff, or it is an urgent procurement necessary to prevent or minimize a
serious disruption of meeting urgent humanitarian needs (e.g. lifesaving
activities)
o When immediate expenditure is necessary for repairs to state property in
order to protect against further loss of, or damage to, IRC property
o When following IRC process would cause a delay that compromises IRC
staff or propertys safety and security
o When there is a substantial time pressure and the time given for procurement
is too short due to factors outside IRC control - e.g. late donor approval or
delay due to security. (Donors, especially ECHO and EU donors, may not
accept this as a valid justification for a waiver. Country Offices should be
extremely cautious committing to procurement for ECHO if time is going to
be an issue.)

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