How we do Procurement in UNDP?
What is Procurement?
Procurement is the overall process of acquiring goods, civil works and services which includes all functions from the identification of needs, selection and solicitation of sources, preparation and award of contract, and all phases of contract administration through the end of a services’ contract or the useful life of an asset.
UNDP procurement principles
UNDP manages procurement activities by adhering to the following general principles:
- Best Value for Money
- Fairness, Integrity, Transparency
- Effective International Competition
- The Interest of UNDP
- Procurement methods
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$5,000 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$5,000, 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
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:
- General Terms and Conditions for Goods
- General Conditions of Contract for Professional Services
- UNDP General Conditions for Purchase Orders
- Supplier Code of Conduct
UNDP Policy against Fraud and other Corrupt Practices
More on UNDP Procurement procedures
General Conditions for Individual contractors
70% of UNDP's procurement expenditures are spent for services. These could be executed by companies or individuals. At the country office level, the first step in selecting Suppliers is often market research, particularly if the product or service has not previously been procured. Business Units may source Suppliers through an expression of interest for commonly procured goods, registration of prospective Suppliers at UNGM and/or business seminars, where applicable.
Every country office establishes and manages its own supplier database. Once a roster of potential qualified Suppliers has been generated, Business Units evaluate each Supplier's capabilities and resources to successfully perform on a contract, if awarded.
The key parameters, which guide Supplier appraisal, include:
- Technical capacity to deliver the goods and/or services as per schedule;
- Financial strength, where the quick ratio is the most widely used test of a company's financial strength and liquidity.
- The commitment of management to comply with UNDP General Terms and Conditions; and Evidence of meeting national or international quality standards for the product offered; or evidence of national and international acceptance of its services;
- Production capacity to provide after-sales-service for the goods or services provided;
- Environmental compliance (i.e. ISO 14000 Certification) ; and
- Participation in the UN Global Compact.
Important Announcement to Bidders: Introduction of eTendering System in UNDP’s Procurement Processes
We are pleased to inform that, as of the 1 September 2019 UNDP has globally introduced the eTendering system. UNDP’s eTendering is an on-line system which is mandatory to use for the management of all international competitive procurement processes of high value. However, at the discretion of UNDP, any tender can be processed through eTendering System irrespective of its estimated value – UNDP will clearly indicate the mode of bids submission in each of the bidding/ solicitation documents published.
eTendering system is designed to facilitate the UNDP’s tender processes through on-line interaction and aims to further enhance the UNDP’s fundamental procurement values and principles: fairness, integrity, transparency and accountability through its tenders. eTendering also enables simplifying and streamlining of the procurement processes for the bidders: Bidders use eTendering to register themselves, view solicitation documents of tenders of their interest, submit their bids and receive automatic notifications from the system on the status of their bid/s submission, as well as whenever solicitation document of interest has been modified/ updated.
Bidders who will wish to submit an offer must be registered in this system. If interested to participate in future UNDP tenders, we’d like to invite you to register as a Bidder with the e-tendering system and confirm if the registration was successful.
UNDP eTendering Resources (in UN Languages)
You can register by visiting the links below and follow the instructions in the User Guide for Bidders
Video in English on “HOW TO REGISTER in the system” is available at this link.
Video or Audio USER Guide in Macedonian on “How to register in the system” is available at this link.
Once registered, go to https://etendering.partneragencies.org and sign in using your username and password. You can view all e-tenders announced
Video in English on HOW TO SEARCH FOR TENDERS AND SUBMIT BIDS is available at this link.
Video in Macedonian on How to search for tenders and submit bids is available at this link.
FAQ – Najcesto postavuvani prasanja eTendering (MK)
For any queries related to the eTendering procurement cases announced by the UNDP North Macedonia, please contact the Procurement Unit at firstname.lastname@example.org and clearly indicate the reference to eTendering Event number (particular tender of interest) and briefly indicate tender issue in the Subject of the e-mail.
We do look forward to collaborating with you for the successful utilization of the eTendering system and we thank you for interest in UNDP procurement processes!