Procurement

How does UNDP do business

Procurement refers to the process of acquiring goods, works and services. The process spans the whole cycle from identification of needs, choosing adequate procurement methods, sourcing suppliers and evaluation of their offers up to the award of contract. An integral part of the procurement process is the management of the contracts and assets through the whole project life cycle.

As per UNDP’s Financial Regulations and Rules, the following general principles must be given due consideration while executing procurement on behalf of the organization: a) Best Value for Money  b)Fairness  c) Integrity  d) Transparency  e) Effective International Competition and f)The Interest of UNDP

Best Value for Money: By and large the core governing principle of UNDP is to obtain the best value for money. In the context of the procurement process, obtaining “best value for money” means selection of the offer, which presents the optimum combination of life-cycle costs and benefits, which meet the Business Unit’s needs.  Best value for money should not be equated with the lowest initial price option rather requiring an integrated assessment of technical, organizational and pricing factors in light of their relative importance (i.e., reliability, quality, experience, reputation, past performance, cost/fee realism and reasonableness). The Business Unit’s parameters can also include social, environmental and other strategic objectives defined in the procurement plan. The principle of best value for money is applied at the award stage to select the offer that effectively meets the stated requirement. To ensure that best value for money is obtained, the process of soliciting offers and selecting a Contractor should:

i)Maximize competition ii) Minimize the complexity of the solicitation, evaluation, and the selection process iii) Ensure impartial and comprehensive evaluation of solicited offers; and Ensure selection of the Contractor whose offer has the highest degree of realism and whose performance is expected to best meet the Business Unit’s specifications, statement of works or terms of reference.

Fairness, Integrity and Transparency: As competition is the basis for efficient, impartial and transparent procurement; Business Units are therefore, responsible for protecting the integrity of the procurement process and maintaining fairness in UNDP’s treatment of all Offerors. Sound procurement (i.e., openness of the process; probity; complete and accurate records; accountability; confidentiality) establishes and then maintains rules and procedures that are attainable and unambiguous.

Effective Competition: The objective of UNDP’s competitive processes as described in these Guidelines is to provide all eligible prospective Offerors with timely and adequate notification of UNDP’s requirements and an equal opportunity to tender for the required goods, civil works and services.
Business Units should ensure that restrictions are not placed on the competitive processes limiting the pool of potential Offerors, as UNDP does not accept procurement awarded to exclusive Contractors or countries, unless otherwise explicitly mentioned in a Donor agreement. However, any such restrictive procurement provisions within an agreement must obtain prior approval of the Chief Procurement Officer.

Interest to UNDP: In practice, the specific procurement rules and procedures established for the implementation of a programme are contingent upon the individual circumstances of the particular case; however four considerations consistently guide the UNDP’s interest for the acquisition of inputs; The need for economy and efficiency in the implementation of the programme, including the procurement of goods, civil works and services involved; the access to procurement opportunities for all interested and qualified Offerors worldwide, except where other criteria mandated by the Security Council or General Assembly prevails; Giving all eligible Offerors the same information and equal opportunity to compete in providing goods, civil works or services; and The importance of transparency in the procurement process

Procurement processes

Solicitation procedures for the procurement of goods, services and works- UNDP procures goods and services through competitive solicitations. Importantly, UNDP Procurement is based on competitive bidding depending on the type, complexity, size and value of the project and its procurement elements. The following methods are used for the procurement of goods, works and services.

Micro-Purchasing- Micro-Purchasing is a simplified and informal procurement method intended for the purchase of readily available goods, standardized services and small works, and where the contract amounts involved are not expected to exceed USD 5,000. This is also commonly referred to as “shopping”. The purchase of such low-cost goods, services or small works may constitute a significant volume of UNDP’s total procurement, but their aggregate value remains relatively low with respect to the total value of UNDP’s global purchases. Hence, a simplified process is more preferred, as a way of lowering the transaction cost of UNDP.

Request for Quotation (RFQ)-The Request for Quotation is an informal procurement method used for the procurement of readily available goods, services or works, or any combination thereof, whereby the buyer sends a written request to a vendor, soliciting a written price quotation based on a requirement that is clearly described in the request. The use of RFQ is mandatory for contract values ranging must be higher than USD 5,000 and lower than USD 100,000. Beyond this amount, the formal competitive methods (RFP and ITB) must be used. When writing RFQs, UNDP staff must clearly define the details of the requirement. At a minimum, they should include specifications, delivery terms, delivery location, among other considerations. Some of these information are contained in the model RFQ.

Invitation to Bid (ITB)- An ITB is a formal procurement method intended for the procurement of readily available goods or works that are valued at USD 100,000 or more. In an ITB, the manner of production, technical approaches or management/supervision of the required activities are not requested by UNDP from prospective bidders. The ITB only requires bidders to detail the costs in order to meet the precise specifications of goods needed by UNDP. The ITB method may also be used in the procurement of construction works or services that can be quantitatively and qualitatively expressed.

Request for Proposal (RFP)- An RFP is a formal procurement method used for the procurement of goods, services and works where the inputs and/or outputs cannot be quantitatively and qualitatively expressed in sufficient details at the time of the solicitation, and that are valued at USD 100,000 or more. In an RFP, the services are not entirely readily available but may be designed, provided or undertaken to suit the particular UNDP requirements, so that the review process and analysis need to be more formal and detailed in order to eliminate the risks of subjectivity. Where time and resources allow, or the nature of the requirements warrants, RFPs may also be used for the procurement of goods, services and works valued at less than USD 100,000.

Individual Contracts- As a general policy, the Individual Contract modality is used for the procurement of services of an individual to perform time-bound and non-staff tasks aimed at delivering clear and quantifiable outputs which must be clearly identified in the contract and directly linked to payment. The engagement of individuals as Contractors under the Individual Contract modality is subject to the general procurement principles established by the UNDP Financial Rules and Regulations (Article 21, Regulation 21.02), namely:  (a) Best value for money, which is understood as acquiring the best personal services at the most competitive rates for a particular skill, reflective of local and current market conditions. (b) Fairness, integrity and transparency, with selection and management processes that are based on the UNDP Financial Regulations and Rules as well as UNDP procedures more generally, and that ensure that business units are accountable for the proper use of the Individual Contract modality and its results, and that decisions are made in an open manner. (c) Effective international competition, meaning that Individual Contracts must be awarded through a competitive selection process amongst skilled and highly qualified individuals; and (d) The interests of UNDP and the United Nations

Bidding procedures- All submissions for RFQs, ITB’s or RFP’s should be submitted by the closing date and time indicated on the solicitation documents by one of the methods outlined below:

Online submission to dedicated email address; bids.lr@undp.org

For further information contact  info.lr.procurement@undp.org 

Delivery by hand or by courier to UNDP Liberia’s Registry on the following address– observing the sealed envelope and marking requirements noted in the solicitation documents.

Delivery address:

UNDP Registry

1st Floor, UNDP Liberia Office

Simpson Building, Sekou Toure Avenue, Mamba Point, Monrovia, Liberia

 

Procurement Notices

  Procurement Notices  

Location

Deadline

Posted

Comments

  RFQ for printing materials for CVE   Liberia 11/07/17 10/08/17 CLOSED
  RFQ for Catering and Hall Rental   Liberia 17/07/17 14/07/17 CLOSED
  Revised RFQ Rehabilitation of Central Prison
  Liberia 17/07/17 04/07/17 CLOSED
  Procurement Notice data Collection & Data Entry   Liberia 13/07/17 04/07/17 CLOSED
  RFQ for Rehabilitation of Central Prison   Liberia 13/07/17 04/07/17 CLOSED
  Procurement notice for Gender Studies Expert   Liberia 18/07/17 03/07/17 CLOSED
  Guidance Note on Civil Society Roster & Invitation to Pre-qualification Process for CSO Roster   Liberia 31/07/17 03/07/17 CLOSED
  Microcanvass for Solar Panel   Liberia 28/06/17 23/06/17 CLOSED
  RFQ for Biometric door   Liberia 27/06/17 23/06/17 CLOSED
  RFQ Assorted IT Supplies Project   Liberia 29/06/17 23/06/17 CLOSED
  RFQ Assorted IT Supplies Law School   Liberia 27/06/17 23/06/17 CLOSED
  Call for proposals 3 Enhancing Youth Participation   Liberia 10/07/17 23/06/17 CLOSED
  Call for proposals 4 Enhancing Youth Participation   Liberia 10/07/17 23/06/17 CLOSED
  Call For proposal 2 Enhancing Youth Participation   Liberia 10/07/17 23/06/17 CLOSED
  Call for Proposal 1 Enhancing Youth Participation   Liberia 10/07/17 23/06/17 CLOSED
  Call For Proposal Election Day   Liberia 10/07/17 23/06/17 CLOSED
  RFQ for Generators   Liberia 27/06/17 23/06/17 CLOSED
  Microcanvass for renovation of Law Clinic   Liberia 27/06/17 23/06/17 CLOSED
  Micro Canvass for renovation of Boss Office   Liberia 27/06/17 23/06/17 CLOSED
  Microcanvass for renovation of Boss Office in Gbarnga   Liberia 27/06/17 23/06/17 CLOSED
  Micro Canvass Installation of Billboards   Liberia 28/06/17 23/06/17 CLOSED
  RFQ for Office Furniture   Liberia 26/06/17 19/06/17 CLOSED
  RFQ for Electricals   Liberia 26/06/17 19/06/17 CLOSED
  RFP Legal Land Use   Liberia 26/06/17 20/06/17 CLOSED
  RFP Outgrowers Model Assessment   Liberia 26/06/17 20/06/17 CLOSED
  RFP Participatory Mapping   Liberia 26/06/17 20/06/17 CLOSED
  RFQ for Printing   Liberia 23/06/17 19/06/17 CLOSED
  Procurement Notice National Psychosocial Trauma & Healing Expert   Liberia 03/07/17 19/06/17 CLOSED
  UNODC Procurement Notice   Liberia 03/07/17 19/06/17 CLOSED
  ITB for Training Uniforms   Liberia 14/06/17 12/06/17 CLOSED
  ITB for Printing   Liberia 14/06/17 06/06/17 CLOSED
  EWS MTR Procurement   Liberia 12/06/17 06/06/17 CLOSED
  UNDP GEF Agri Adaptation Project   Liberia 12/06/17 06/06/17 CLOSED
  RFQ for Renovation of Bhai Town Hall   Liberia 17/06/17 05/06/17 CLOSED
  RFQ NMC Additional Works   Liberia 17/05/17 26/04/17 CLOSED
  RFQ for IT Supplies   Liberia 08/06/17 01/06/17 CLOSED
  RFQ for Motorbike   Liberia 05/06/17 01/06/17 CLOSED
  Procurement Notice-National Legal Consultant   Liberia 02/06/17 18/05/17 CLOSED
  RFQ for Transformer   Liberia 12/05/17 03/05/17 CLOSED
  RFQ for NIC Printing   Liberia 12/06/17 03/05/17 CLOSED
  Individual Consultant/Planning &Prog-Man Expert   Liberia 12/05/17 04/05/17 CLOSED
  Individual Consultant Project Management Specialist   Liberia 12/05/17 04/05/17 CLOSED
  RFQ Assorted Equipment     Liberia 05/05/2017
01/05/17 CLOSED
  RFQ for Flash Dryer
  Liberia
05/05/2017 26/05/17 CLOSED
  Call for Proposal Accountability CSO Awareness   Liberia 12/05/17 24/04/17 CLOSED
  Procurement Notice for Video Editing Training   Liberia 01/05/17 13/04/17 CLOSED
 

RFQ for Printing

Artwork for printing

  Liberia 23/03/17 22/03/17 CLOSED
  Procurement Notoce for project Management Specialist   Liberia 12/04/17 29/03/17 CLOSED
  Procurement Notice for Planning and Program Management Expert   Liberia 12/04/17 29/03/17 CLOSED
  RFQ 6KVA Power laptop   Liberia 21/03/17 14/03/17 CLOSED
  RFQ Solar Lights   Liberia 17/03/17 15/03/17 CLOSED
  CRP Accountability CSO Awareness   Liberia 31/03/17 16/03/17 CLOSED
  Revised RFP LNP Cabling Infrastructure   Liberia 13/03/17
28/02/17 CLOSED
  Request for Micro-canvansing for Furniture   Liberia 16/03/17 13/03/17 CLOSED
 

ITB for Civil Works Border Barracks

Addendum to ITB

  Liberia 01/03/17 03/02/17 CLOSED
  Request for Quotation for the construction of billboard   Liberia 30/01/17 25/01/2017 CLOSED
  Request for Quotation security supplies BSP 2016   Liberia 30/01/17 25/01/2017 CLOSED
  ITB Bikesfor Border Surveillance Project   Liberia 25/01/17 10/01/17 CLOSED

 

 

 

List of Contract Awards from $100,000

Contract Title Country of UNDP Office Contract Ref
Contractor Name
Contract Amount
Expansion of Communications Network LIberia   Global Communications (amendment) $600,960
Procurement of vehicles Liberia LTA
Toyota Gibraltar stockholdings (Japan) $477,043.13
Procurement of Uniforms Liberia RFQ/UNDP/JSP/BCR/090/2015 Matelco Inc. $142,090
Procurement of vehicles Liberia LTA Toyota Gibraltar stockholdings (Japan) $154,926.95
Catering services for BIN Training Liberia RFQ/UNDP/LB/JSP/087/2015 West African catering & Hospitality $149,968
Procurement of Motorbikes Liberia ITB/UNDP/LR/JSP/047/2015 Masarco Auto Services $480,000
Support to the Design & Roll Out of a Youth Focused Vocational Life Skills Training Liberia RFQ/UNDP/LBR/SET/005/2015
Center Songhai $284,300
JSP Hub Awareness Liberia RFQ/UNDP/LBR/JSP-Awareness/031/2014 Search for Common Grounds $227187.4
LTA for Audit Services LIBERIA REFERENCE: LTA/UNDP/LR/CO/AUDIT SERVICES/034/2014 Price Water House Coppers (Liberia) LLC $184,666 

LTA for Clearing and Forwarding Services

LIBERIA

REFERENCE: LTA/UNDP/LR/CO/CLEARING & FORWARDING/028/2013

Global Logistic Services

$ 133,330

LTA for Travel Management Services

LIBERIA

REFERENCE: LTA/UNDP/LR/UN Agencies/Travel/024/2013

Satguru Travel & Tours Services

$1,500,000

LTA for Travel Management Services

LIBERIA

REFERENCE: LTA/UNDP/LR/UN Agencies/Travel/025/2013

Pace Travel & Tours Services

$1,500,000

LTA for Supply of Stationery, Consumables and Supplies

LIBERIA

LTA/UNDP/LR/STATIONERY/CO/022/2013

Office Ideas, Liberia

$ 730,683

LONG TERM AGREEMENT FOR THE PROVISION OF VEHICLE PREVENTIVE MAINTENANCE & REPAIR SERVICES

LIBERIA

LTA/UNDP/LR/CO/019/2013

MTC Garage

$ 171,848

LTA For Provision of Vehicle Preventive Maintenance & Repair Services

LIBERIA

LTA/UNDP/LR/CO/018/2013

CICA Motors, Liberia

$ 900,000

Expansion of Communications Network of the Ministry of Justice to Gbarnga

LIBERIA

UNDP/LBR/JSJP/010/2012

Global Communications (A Division of Hudaco Trading (Pty) Limited)

$ 858,513

LTA for Provision of Crushed Rocks & Geo Fabric Bags for Costal Defense Construction Works

LIBERIA

LTA-UNDP-LR-CO-010-2012 (PRIMARY LTA)

02 (One Primary LTA & One Secondary LTA)

$ 1,305,780

Procurement of Civil Work for the Construction of Monrovia City Corporation Extension

LIBERIA

LR/001/MCC/C/2012

Jumart Engineering (Lib) Ltd

$ 242,906