How does UNDP do business
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 in Rwanda procures a significant amount of goods and services every year. It manages procurement activities by adhering to the following general principles:
- Best Value for Money
- Fairness, Integrity, Transparency
- Effective International Competition
- The Interest of UNDP
Depending on the nature and size of the project and its procurement elements, UNDP may use any of the following competitive methods set in our guidelines to procure goods, civil works or services:
- Open International Competition
- Limited International Competition
- Local and/or National Competition
The types of solicitation practiced by UNDP are as follows:
- Expression of Interest (EOI) - Written communication by a supplier to provide information about its products, resources, qualifications and experience, in response to a particular EOI
- Request for Quotation (RFQ) - Less formal solicitation, value below US$ 5,000, standard specifications, product readily available on the market
- Invitation to Bid (ITB) - Formal solicitation, mainly for goods, value above US$ 100,000, lowest price compliancy and technical competency determining factors
- Request for Proposal (RFP) - Formal solicitation, mainly for services, value above US$ 100,000, requirements possibly met in various ways, overall best solution will win the contract, not necessarily lowest price
The UNDP Rwanda Procurement Unit aims to provide quality service and timely, effective and efficient delivery. It is governed by an Internal Control Framework as well as the norms contained in the Financial Disclosure and Declaration of Interest, and Impartiality Statements (FDP).
In order to provide a faster procurement process and delivery of goods and/or services, UNDP observes the local and international market and negotiates and maintains local Long Term Agreements (LTA) for goods and services that are frequently used by business units and development partners.
The Procurement Unit manages goods and services by liaising with project personnel on specifications, delivery/payment terms and funds availability for procurement planning; identifying the appropriate procurement methods, submitting procurement information and requests to Asset and Procurement Committee (CAP), Advisory Committee on Procurement /internal UNDP procurement committees; ensuring access to favorable prices, reliable delivery terms, insurance, impartial advice and recognition of environmental and safety considerations. The unit also maintains and updates the roster of suppliers, and conducts surveys of the local market.