Operations' Procurement/General Administration Unit manages procurement of goods and services: liaises with project personnel on specifications, delivery/payment terms & funds availability; identifies procurement method (RFQ, RFP or ITB as appropriate), procurement approval (submission of data to contract review committees) ensuring access to favorable prices, reliable transport, insurance, impartial advice & recognition of environmental & safety considerations. The unit also maintains roster of suppliers.
In addition to procurement function it also assists in general administration issues including customs clearance of goods; liaising with MFA on issuance of Uzbek and foreign visas for official missions of UNDP, accreditation of international staff, registration of vehicles; building and equipment maintenance and others.
UNDP Procurement is based on competitive bidding. Depending on the type, complexity, size and value of the project and its procurement elements, commonly used methods of solicitation include:
Request for Quotation (RFQ)
An RFQ is an informal invitation to submit a quotation, usually for goods/services/civil works at a value between US$2,500 and $100,000. Prices, and other commercial terms and conditions are requested and award is made to the lowest priced technically acceptable offer.
Invitation to Bid (ITB)
An ITB is a formal invitation to submit a bid, usually associated with requirements that are clearly and concisely defined, with an estimated procurement value of US$100,000 or more. Normally price is the sole determinant in making an award. Where all technical criteria are met, award is made to the lowest bidder.
Request for Proposal (RFP)
An RFP is a formal request to submit a proposal, usually associated with requirements for services, which can not be clearly or concisely defined, with an estimated procurement value of US$ 100,000 or more. Price is only one of several factors comprising the evaluation criteria. Award is made to the qualified bidder whose bid substantially conforms to the requirement set forth on the solicitation documents and is evaluated to be the lowest cost to UNDP.
In some cases, exceptions to competition are being made and direct contracting is used. This usually happens when a Long-Term Agreement (LTA) is in place, either globally (IAPSO or HQ) or locally (at country office level).
For values less than US$2,500, country offices may engage in local Shopping.
Evaluation of Offers
Depending on the procurement method, different factors take on the key role in the evaluation process.
When evaluating RFQs and ITBs, the price is the most important element. In contrast to this, and RFP requires a technical evaluation. The technical component primarily determines whether the proposal will be accepted or declined. Additionally, UNDP evaluates its products and services based on the following criteria:
- Meet technical specifications
- Environmentally sound
- Quality Assurance
- Accuracy of documentation
- Speed of response
- Customer service
- Provides Technical Solutions
Conditions of Contract
In order to be a future supplier for the United Nations Development Programme, you have to accept our General Terms and Conditions. Depending on your deliverables, the following applies: