undp bangladesh procurement fair 2010
DESCRIPTION
UNDP Bangladesh Procurement Fair 2010. - PowerPoint PPT PresentationTRANSCRIPT
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!