UNDP South Africa conducts its procurement activities with the highest degree of transparency in order to ensure that suppliers may compete fairly and equally for procurement business opportunities. The integrity of our procurement process stems from strict compliance with established UNDP global guidelines, which conform to internationally recognized procurement standards and best practices. Requests for further information or clarification of the procurement practices of UNDP South Africa may be addressed in writing to the address below.
Solicitation procedures for the procurement of goods, services and works.
UNDP procures goods and services through competitive solicitations. The following methods are used for the procurement of goods and services:
Request for Quotation (RFQ)
The most flexible and least formal method that is applied for procuring goods, services and/or works. RFQ’s call for a written quotation.
RFQ applies to contracts exceeding the range $2,500 but less than $100,000
Invitation to Bid (ITB)
An ITB is normally used whenever the entity is not required to propose technical approaches to a project activity, or to offer management or supervision of an activity. ITB’s are used when the entity is to provide its cost requirements to meet precise specifications sought from UNDP. This is normally the case when UNDP buys goods. It may also apply to work contracts and services that can be expressed quantitatively and qualitatively.
ITB applies to contracts exceeding $100,000
Request for Proposal (RFP)
RFP is used when the inputs and/or outputs cannot be quantitatively and qualitatively expressed at the time the invitation is made, as for example consulting or similar services are sought. A RFP may also be used for purchase of complex goods when you are not sure of the functional specifications and wish to seek proposals.
Opening of Bids/Proposals
Under UNDP protocol, bids for contracts exceeding USD100,000 are opened publicly at the time and place specified in the tender document. This is normally done on the closing date that the offers must be submitted. Public opening for proposals received in response to a request for proposal (RFP) is optional, since the price proposals cannot be opened without completing the technical evaluation. RFQ method does not require public opening, although UNDP South Africa reserves the right to open such bids publicly. Irrespective of the procurement method, bid prices are not publicized at bid openings. At bid openings, compliant bidders are assured that properly submitted bids would be evaluated. Only suppliers who have submitted bids may attend the bid opening.
An evaluation panel under the guidance of a senior manager evaluates the qualified bids. The evaluation panel normally comprises specialists in the particular field and representatives of the end user. The evaluation of the bids is based on the factors listed in the invitation to bid. Proposals are evaluated technically, then financially. Responsive bids with satisfactory technical criteria will have their financial offers reviewed for further / combined assessment.
Bid evaluation reports are further reviewed by Senior Management / Contract Committee (Tender Board). This process takes place at Country Office level or at UNDP Headquarters, depending on the overall complexity of the contract. The basis of the contract award is dependent on the procurement method. When an RFQ has been used, contracts are awarded to the qualified and responsive supplier submitting the most competitive bid. When ITB or RFP methods are used, contracts are awarded to the offeror whose technical proposal best meets qualifying criteria and whose price proposal is the most competitive. UNDP does not normally debrief unsuccessful offerors. However, in the case of highly technical or complex awards, a debriefing may be provided upon request from an unsuccessful offeror.
For general inquiries about procurement procedures you may contact:
Ms. Nokufa Matitoane
phone: +27 12 354 8003
fax: +27 12 354 8058/9
United Nations Development Programme
351 Schoeman Street
Pretoria, South Africa,0001