Policies and Procedures Manual Procurement …

Policies and Procedures Manual Procurement Procedures

Procurement

Policy title Previous title (if any) Policy objective

Target audience Risk control matrix Checklist Effective date Revision History

Mandatory revision date Policy owner unit Approval

Procurement Procedures

Policy and Procedures for Regular Procurement The policy on Procurement Procedures outlines the principles of UNFPA's procurement process. The policy applies to all UNFPA personnel involved in the procurement process. Controls of the process are detailed in the Risk control matrix N/A

15 June 2019

Previous revisions: Rev. 4 April 2015 Rev. 3 October 2012 Rev. 2 October 2001 December 2021

Procurement Services Branch

Link to signed approval template

Policies and Procedures Manual Procurement Procedures

Table of Contents

I PURPOSE II POLICY III PROCEDURES 1. INTRODUCTION

1.1 Application and principles 1.1.1 Application 1.1.2 Principles

1.2 Regulatory framework 1.3 Procurement principles

1.3.1 Best value for money 1.3.2 Fairness, integrity and transparency 1.3.3 Open and effective international competition 1.3.4 The interest of UNFPA 1.4 Ethical standards 1.4.1 General considerations 1.4.2 Financial disclosure and declaration of interest 1.4.3 Ethics in dealing with suppliers 1.4.4 Gifts, hospitality and outside activities 1.4.5 Proscribed practices by suppliers 1.4.6 Fraud prevention in the procurement process 1.5 UNFPA-specific topics 2. ORGANIZATION OF PROCUREMENT 2.1 Overview of procurement process 2.1.1 Outline of the procurement process 2.1.2 Types of procurement 2.1.3 Documentation of the procurement process 2.2 Key responsibilities of the various UNFPA organizational units 2.3 Organization and function of procurement department

Procurement

1 1 11 11 11 11 15 17 21 22 22 23 24 24 24 26 26 27 28 28 28 29 29 29 30 30 31 38

Policies and Procedures Manual Procurement Procedures

Procurement

2.4 Procurement authority

38

2.5 Modification of individual procurement authority

38

2.5.1 Delegation of procurement authority

38

2.5.2 Delegation of procurement authority to UNFPA officers at headquarters

38

2.5.3 Delegation of procurement authority to field office managers

41

2.5.4 Delegation of procurement authority under the terms of the UNFPA Internal Control

Framework ("ICF")

43

2.5.5 Withdrawal of delegation of procurement authority

43

2.6 UNFPA-specific topics

43

3. SUPPLIER REGISTRATION AND MANAGEMENT

44

3.1 Supplier registration

44

3.2 Supplier management

45

3.2.1 Supplier appraisal

45

3.2.2 Contractor evaluation

45

3.3 Vendor ineligibility

46

3.4 UNFPA-specific topics

47

4. PROCUREMENT STRATEGY AND PLANNING

48

4.1 Procurement strategy

48

4.2 Requirements definition

48

4.2.1 Specifications

50

4.2.2 Terms of reference ("ToR")

50

4.3 Acquisition planning

51

4.3.1 Annual procurement plans

51

4.3.2 Summary of the procurement planning process

53

4.3.3 Timelines of the procurement planning and implementation process for field offices 61

4.4 Requisitions

66

4.4.1 Lead times

67

4.4.2 Entry

67

4.4.3 Approval

69

4.5 Standardization

70

Policies and Procedures Manual Procurement Procedures

Procurement

4.6 Funding requirements

70

4.7 UNFPA-specific topics

70

4.7.1 Goods and services requiring headquarters authorization for procurement

70

4.7.2 Requirements regarding specific needs

71

4.7.2.1 Other reproductive health commodities, pharmaceuticals and medical devices,

medical equipment, in vitro diagnostic products and lubricants (not covered by UNFPA

LTAs)

71

4.7.2.2 Procurement of Vehicles

73

4.7.2.4 Security in field offices and headquarters business units

76

5. SOURCING

77

5.1 Sourcing of suppliers

77

5.2 Market research

77

5.3 Advertisement

77

5.3.1 Advertisement of business opportunity

78

5.3.2 Request for expression of interest ("REoI")

78

5.4 Request for information ("RfI")

79

5.5 Pre-qualification of suppliers

79

5.6 UNFPA-specific topics

80

6. SOLICITATION

81

6.1 Overview

81

6.2 Types of competition

82

6.2.1 Open international competition

83

6.2.2 Limited competition

83

6.3 Solicitation methods

84

6.3.1 Informal methods of solicitation (under USD 100,000):

85

6.3.1.1 Shopping (under USD 5,000, under USD 10,000 for headquarters business units

and regional offices)

85

6.3.1.2 Request for quotations (RFQ) (USD 5,000 (USD 10,000 for headquarters business

units and regional offices) and below USD 100,000)

85

6.3.2 Formal methods of solicitation (USD 100,000 and above)

87

Policies and Procedures Manual Procurement Procedures

Procurement

6.3.2.1. Invitation to bid

87

6.3.2.2 Request for proposal (RFP)

89

6.3.3 Solicitation of offers against existing UNFPA LTAs

91

6.3.3.1 Fixed prices versus ceiling prices LTAs

91

6.3.3.2 Solicitation of offers by country offices against PSB LTAs

94

6.3.3.3 Solicitations against existing United Nations system LTAs

94

6.3.4 Budget range

95

6.3.5 Nominal fees for costs of solicitation

95

6.4 Solicitation documents

96

6.4.1 Preparation of solicitation documents

96

6.4.2 Types of solicitation documents

96

6.5 Components of solicitation documents

96

6.6 Invitation of suppliers

103

6.6.1 Approval and issuance of solicitation documents

103

6.6.1.1 Pre-clearance by PSB for solicitations exceeding USD 100,000

103

6.6.1.2 Pre-clearance by ITSO for all solicitations related to information technology

systems and solutions

103

6.6.1.3 Pre-clearance by UNFPA's Media and Communications Branch ("MCB") for all

solicitations related to UNFPA publications

104

6.6.1.4 Pre-clearance by FASB for all solicitations related to constructions, renovation

and vehicles

104

6.6.1.5 Pre-clearance by OSC of solicitations for all security related equipment (including

communication equipment), goods and services

104

6.6.2 Solicitation of offers in situations of direct contracting

105

6.7 Communication with suppliers

105

6.7.1 Queries from suppliers, pre-bid conference and site inspection

105

6.7.2 Amendments to solicitation documents

107

6.8 Exceptions to formal methods of solicitation

107

6.9 Emergencies

112

6.10 E-procurement system

112

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