UNDP Bangladesh

Procurement Fair 2010

- Objectives of the Fair; - UNDP Procurement principles;- Procurement plan - 2010; - UNDP Procurement Roadmap; - Procurement methods- Evaluation process;- Responsive / Non-responsive offer; - Contract Management (delay, penalties) - UNDP Bangladesh.

* Procurement Vendor Data Base;* Procurement Web-site;

- Questions/Answers session;

HIGHLIGHTS

Objectives of the Fair;

Analyse the local market capacity;

Create a pool of potential vendors for UNDP procurement tenders;

Facilitate the vendor registration in the UNDP Vendor Data Base (VDB); Provide vendor orientation to UNDP procurement rules and regulations;

UNDP Procurement principles;

Best Value for Money Fairness, Integrity, Transparency Effective International Competition The Interest of UNDP

Procurement Plan - 2010;

UNDP Procurement Plan - 2010

Procurement plan for 2010 – US$ 45 m. Procurement categories for 2010:

ICT Equipment 28,1% (US$ 11.4 m) Vehicles/motorcycle 3,5% (US$ 1.4 m) Furniture 3,7% (US$ 1.5 m) Civil works 7,5% (US$ 3.0 m) Office supplies/electric 0,4% (US$ 0.2 m) Printing services 1,4% (US$ 0.5 m) Consulting services 25,8% (US$ 10.5 m) Others 29,4% (US$ 12 m)

Procurement cycleIdentification of needs

PROCUREMENT PLANNING

Preparation of Bidding docs (Tech. specs/TOR; Evaluation criteria…)

Advertising / Announcement

Bid opening

Evaluation of Bids (Technical + Financial)

Awarding of contract / Contract management

Procurement Process, $30,000 – $100,000

ACP

CAP

Vendor

Finance Unit

ProcuremUnit

Registry

Manager L3

Requestor,Approver,

Budget owner

Yes

Giving feedback to Requestor

End

Receipt of SRF and endorsement purchasing.

PO dispatch / Budget check

1. PO/ Contract signing;

2. Performance

Advertise-ment

Bid Opening

Evaluation process

Receipt of SRF and verification of

supp.docs.

Preparation of

Bid. docs

PO approval

PO creation in ATLAS

Payment to Vendor

TOR;e-Req;SRF;

Evaluation Process

CAP review

ACP Review

CAPSubmiss.

Approved (for less 300K)

Rejected

Receipt Goods/services

Sup

ply

of

Goo

ds a

nd S

ervi

ces

Payment Request

preparation

Approved for 1.Waiver case;2. Above 300 K

Rejected

Approved

1. Registry in System;2. Inform the Requestor

• Request for Quotation (RFQ) most flexible and least formal contract amount exceeds USD $2,500 but less than USD

$100,000.• Invitation to Bid (ITB)

normally used when entity is not required to propose technical approaches to a project activity (i.e., goods and civil works)

contract amount is USD $100,000 or more.• Request for Proposal (RFP)

used in the procurement of complex goods (e.g., functional specifications cannot be expressed) and services

recommended for all contracts exceeding USD $100,000.• Direct Contracting (DC)

there is no competitive marketplace for the requirement There is a Long Term Agreement (LTA) there is genuine exigency for the requirement.

Procurement methods

Evaluation Process Establishment of an Evaluation committee; Bid opening process; Preliminary evaluation; Technical evaluation; Financial evaluation; Clarifications (if required); Evaluation report preparation; Negotiation of contract’s terms (if needed); Background checks (for contracts valued above $ 100,000);

Evaluation Committee; RFQ: min of 2 (two) to 3 (three) members; ITB: comprised of 3 to 5 members; RFP: comprised of 3 to 5 members;

Composition: UNDP staff; External experts (for complex procurement) Non-UNDP staff as observers (no voting rights)

The work of the evaluation team is strictly confidential!!! Any unsolicited attempt to influence UNDP internal selection process in favour of a particular offerror will result in the immediate disqualification.

Bid Opening; Public opening ceremony (at the time and place specified in the Bid docs); In presence of Evaluation committee; Representatives of the offerors (ITB >100K): Bid Opening Record;

- bid price and currency;

- price of alternate bids, if applicable; - bid security, if requested; and - discounts, if any.

Late offers;

Responsive / Non-responsive offer;

A substantially responsive offer is one that conforms to ALL the terms, conditions and specifications included in solicitation documents, without major deviations or reservations.

Major/Significant deviations:- Affect the scope and quality of the

contract; - Limit UNDP rights or bidders’

obligations; - Unfairly impacts the competitive

position of other bidders.

Non-responsive offers that fail to meet minimum standards of acceptability of the Bid.docs.

How to prepare Responsive offer;

Bid Data sheet:

Submission deadline; Properly sealed and marked envelope; Currency of the bid; Delivery term (INCOTERMS) and period; Training/installation requirements; Bid security (if any); Price schedule; Compliance with Technical specifications; Compliance with General and Special terms

of the contract;

How to prepare Responsive offer;

Oferror’s eligibility and qualification

Company profile; legal status, place of registration, principal place of business (e.g. Trade license); Financial health (audit report); Quality certificate (if any); Reference list of major clients; Copies of all relevant documents;

Contract Management;Issues to be focused: Inspection procedures, Penalties for delay or non-conformance, Payments terms, Rejection, Termination, Debriefing, Procurement protests, New person being assigned, substitution of products etc.

Contract Management;Step 1: Contract Negotiation before awarding the contract;

Step 2: Ensure that there is a designated Contract Administrator

Step 3: Define the duties of the Contract Administrator and assist in developing Contract Administration Plan

Step 4: Perform random checks. Non-compliant situations must be identified.

Step 5: Ensure good communication (timely notification for any delay or changes in the administration plan);

Step 6: Participate in the contract renewal or rebid decision.

UNDP Procurement web-site

http://www.undp.org.bd/proc.php UNDP Procurement notices; UNDP Procurement plan; Contract awards; Contact details; Vendor Data Base;

UNDP Procurement web-site

Thank you!