This document provides an overview of UN procurement standards and practices. It discusses UNDP's role as one of the largest procurement entities within the UN system, managing around $3 billion USD in annual procurements. The presentation outlines UNDP's procurement process, including planning, solicitation of bids, evaluation of offers, and contract management. It emphasizes principles of fairness, transparency, and value for money. Evaluation methods like scoring matrices are presented as tools to objectively assess technical and financial proposals. The document aims to facilitate an exchange of procurement experiences and practices between international organizations.

1. Стандарты и практики в
системе закупок ООН
Ukrainian Procurement Forum II
Киев
Ноябрь 2013

2. Правила эффективной работы команды
Мы обсуждаем и мы
пониманием
Мы планируем и мы
добиваемся результата
в сроки
Мы оцениваем риски и
мы достигаем цели
2

3. Цель
Обмен опытом и практиками управления
закупками в международных организациях
Обзор цикла, основных принципов и стандартов
закупок в системе Организации Объединенных
Наций
3

4. Кто мы такие?
Программа Развития ООН
• Глобальное агентство ООН, представлено в 177
странах мира, В Украине с 18 июня 1993 года
• Крупнейший закупщиков среди агентств системы
ООН
• Около 3 биллионов долларов США в год, около
3 500 категорий товаров и услуг, что составляет
около 47% годовых расходов организации
4

5. Что мы закупаем
Инструменты:
•
•
•
•
•
Годовой план закупок, план департамента
Профессиональные контакты
Пошаговые бизнес процессы
Mеждународные стандарты бухгалтерского
учета в государственном и общественном
секторе (ИПСАС)
Система планирование ресурсов
предприятия АТЛАС; Share Point
Работы
5
5

6. Требования к квалификации баеров
UNDP Level 1 and UNDP/CIPS Level 2
6

7. Процесс и правила закупок
Best
Value for
Money
Fairness, Inte
grity and
Transparency
Write
Specifications
TOR
Planning and strategy
Prepare
Solicitation
Documents
Choose Procurement
Method
Seek, Clarify
and Receive
Offers
Award Contract
Effective
International
Competition
The interest
of the
Organization
Evaluate Offers
Manage the
Contract
Negotiate the Contract
7
Evaluate the procurement
7

8. Важность процесса планирования
1. Подтверждает запрос
2. Определяет цели, график и индикаторы
результативности
3. Определяет потенциальные риски
4. Оптимизирует использование ресурсов
5. Определяет правильный метод закупки
6. Определяет подходящие критерии оценки
7. Обеспечивает лучший уровень сервиса для
клиентов
8

9. Управление рисками и планирование
Закупки – дело рискованное!
Как оценить риски и
возможности?
Факторы рисков
9

10. Матрица стратегии закупок
10

11. Стратегические цели закупщиков
11

12. Этап 2: Спецификация
12

13. Закупка услуг
•
•
•
•
•
•
•
Services are more difficult to evaluate than goods. Goods have
objective standards
Supplier of services are often reluctant to provide benchmark
Excellent services are easy to monitor but mediocre or poor services
are difficult to evaluate.
Goods can be returned whereas services cannot
Poor quality services may continue undetected and cause greater
problems
Because of above differences the reputation and the experience of
supplier is more important
Key purchasing criteria: Reputation, References, Experience,
Current Clients, Equipment, price etc.
13

14. Стандартные методы закупок
• Micro-purchasing (shopping)
 simplified and informal (readily available goods, standardized
services and small works)
 contract amount less than USD $5,000
• Request for Quotation (RFQ)
 Informal, soliciting a written price quotation based on a
requirement that is clearly described in the request
 contract amount exceeds USD $5,000 but less than USD $100,000.
• Invitation to Bid (ITB)
 Formal, normally used when entity is not required to propose
technical approaches to a project activity (goods and civil works)
 contract amount is USD $100,000 or more.
• Request for Proposal (RFP)
 used in the procurement of complex goods and services
 recommended for all contracts exceeding USD $100,000.
• Direct Contracting
 non-competitive justified methods for awarding contracts
• Individual Consultancy
14

15. Типы конкурентных торгов
• Open International Competition (proffered mode!)
o public advertisement of the procurement opportunity that are
accessible globally by any interested entity from both the national and
international markets;
o Advertisement period minimum two (2) weeks, mandatory for cases
valued USD 100,000 and more
• Limited International Competition
o short list of prospective offerors pre-determined through a nondiscriminate assessment (EOI, pre-qualification, roster, etc)
o All prospective offerors in the shortlist are directly invited by UNDP to
submit an offer, using the standard documents/instructions of UNDP
• National Competition
o national competition may be generally allowed when the value of the
requirement is less than USD 100,000;
o UNDP staff must justify this restriction of competition in writing;
o any international entity that may wish to participate should be allowed
to do so.
15

16. Методы оценки
1. Evaluation of RFQ/ITB
– Technical evaluation usually based on pass/fail criteria
– Criteria for awarding the contract
• Lowest price technically qualified and responsive offer
2. Evaluation of RFP
– Price and quality through scoring
– Criteria for awarding the contract
• (a) lowest price technically compliant (point system with a minimum threshold);
or
• (b) the highest overall cumulative financial and technical score
16

17. Этапы процесса оценки предложений
1.
2.
3.
4.
5.
6.
7.
Establishment of an evaluation team
Receipt of opening report
Preliminary examination of offers (admin requirements)
Evaluate technical offer (technical requirements)
Evaluate financial bid (financial requirements)
Clarification from bidders (if required)
Preparation and Submission of Evaluation report (to
Procurement Review Committees where required)
8. Negotiation (if applicable)
9. Background checks (if required)
17

18. How to asses offers?
Step 1: Evaluating formal requirements
•
•
•
•
•
•
•
Offer meet required Offer Validity
Does the Bidder accept General Terms and Conditions?
Is offer properly signed?
Is Country of origin provided, if required?
Warranty information about coverage and procedures provided?
Is the Bid submitted in a language required?
Has the bidder submitted samples, if required?
Preliminary Examination and responsiveness of the quotation received from:
#
Description of goods and their technical
specifications, as per ITB document
ROMA
LTD.
BMS
FOLGAT
INKOM
CONSUL
FTC
JSC
TING LTD
LDS
EPOS
LTD
MASTER
IT STAR SYSTEM
S SRL
OGIS
SNC
PROMIN
SPD
ULYS COMPUT DAKO EQUITRA
OSINSKY SYSTEM
ER
ENGINEE
DE
Y
S
CENTER RING
CORP
LTD.
1
Company profile, min 2 years of experience
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
2
Currency of the offer
UAH
UAH
UAH
UAH
UAH
UAH
USD
USD
EURO
UAH
USD
UAH
UAH
USD
3
Price Schedule
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
4
Warranty (min. 12 months)
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
5
Delivery (max 6 weeks)
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
6
Payment term (upon delivery)
YES
YES
YES
YES
YES
YES
YES
YES
YES
100%
advance
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
YES
NO
YES
YES
YES
YES
Overall Bid responsiveness
18

19. How to asses offers?
Step 2: Establish technical compliance
1. Primarily the client’s responsibility
2. Examples of matters that might be considered:
–
–
–
–
–
–
–
Conformity to the specifications
Product and service quality (conform to standards)
Availability/delivery/completion time and terms
After-sales services
Spare parts/technical support available
Training requirements
Safety features and environmental impact
Technical compliance review of the quotation received from:
Description of goods and their technical specifications, as per RFQ document
ROMA
LTD.
BMS
CONSULT
ING LTD
INKOM
JSC
LDS
NO
NO
NO
NO
MASTER
DAKO
ULYS
EQUITRA FOLGAT
EPOS LTD IT STAR SYSTEMS OGIS SNC
ENGINEE
SYSTEMS
DE CORP
FTC
SRL
RING
PROMIN
Notebook
CPU 2.4 Ghz, 3MB L2 Cache, dual core, 1066MHz FSB
Memory 4 GB, 1 dimm, 1 free port necessary
HDD 320GB
Ports 4 free USB port, HDMI or DVI
LAN GB LAN, internal 802.11g compatible
BT Bluetooth module, internal
Screen WXGA+, 1440*900, 15.4-16 inch, LED backlight
Optical DVD+,-RW, 8X
Keyboard RUS internal keyboard
Periferals Mouse, 2 buttons, 1 scroll, optical with cable connection
Battery Min. 2.5 hrs working time
Misc. on-board pre-OS diagnostic system
Misc. Notebook bag, nylon, 2 separated storing compartment: 1 for notebook, 1 for
documents plus extra smaller pocket on the front for chargers, etc., zip fasteners
Misc. Extra charger, portable option
OS Windows 7 RUS, 64 bit, Professional
Further requirements and notes All devices are matching to the Ukrainian electricity
voltage, frequency and electric socket standards.
NO
YES
YES
YES
YES
N/A
NO
NO
NO
19

20. How to asses offers?
Step 3: Financial evaluation
1. Primarily the buyer’s responsibility
2. Examples of matters that might be considered:
–
–
Cost and price factors
Total cost of ownership
Financial Evaluation of the quotations received from:
Description of
goods
Lot # 1
Line
Desktops
item # 1 computers
Less VAT (if
applicable)
Sub total for Lot #
1 without VAT
Currency quoted
USD equivalent
Bid ranking for
Lot # 1
–
BMS
QINKOM
LDS
EPOS LTD
ty ROMA LTD. CONSULTIN
JSC
G LTD
Total
Total
Total
Total
Total
Unit
Unit
Unit
Unit
Unit
Amoun
Amoun
Amou
Amou
Amou
Price
Price
Price
Price
Price
t
t
nt
nt
nt
5
6
5
340
5
375
368
408
68 411,
004,
007, 536,5
518, 224,0
007,84
326,40
88
80
89
2
00
0
-56
-62
-61
-68
756,0
537,3
334,64
054,40
9
3
283
312
306
340
780,4
686,6
673,20
272,00
3
7
UAH
UAH
UAH
UAH
35
39
38
43
921,5
580,5
819,39
072,41
7
9
3
6
1
4
IT STAR
Total
Unit
Amou
Price
nt
52
765,
020,0
00
0
-8
670,0
0
43
350,0
0
USD
43
350,0
0
8
MASTER
DAKO
EQUITRA
ULYS
FOLGAT
SYSTEMS OGIS SNC
ENGINEERI
DE
PROMIN
SYSTEMS
FTC
SRL
NG
CORP*
Total
Total
Total
Total
Total
Total
Total
Unit
Unit
Unit
Unit
Unit
Unit
Unit
Amo
Amoun
Amo
Amoun
Amo
Amou
Amou
Price
Price
Price
Price
Price
Price
Price
unt
t
unt
t
unt
nt
nt
1
96
57
5
5
360
6
410
848,
383
417, 356,
691, 634,
295, 096,7 039, 701,6
40
120,16
00 00
20 12
54
2
73
4
-9
-60
-68
-63
615,
016,1
450,2
853,36
20
2
7
96
48
300
342
319
356,
076,
080,6
251,3
266,80
00
00
0
7
USD
USD
UAH
UAH
UAH
96
48
37
43
40
356,
076,
984,8
322,9
413,52
00
00
9
6
10
9
5
2
7
The lowest priced technically compliant bid identified
20

21. How to asses offers?
Step 4: Qualification requirements
The following should be considered in a background check:
• Legal and regulatory requirements
• Technical and regulatory requirements
• Financial capability
• Disputes, claims and/or contentions with the org. or other UN agencies
Value USD > 100.000
At least 3 references for past
contracts shall be obtained and
checked
Value USD > 100.000 and/or
technically complex products
Obtain references from credit
rating and reporting agencies on
production facilities, financial and
management status
21

22. Evaluating offers for services
What special conditions are involved in evaluating
offers for services?
• Complex evaluation based on a weighted scoring method
• Evaluation subject to a high degree of subjectivity
• Requires tailor-made evaluation criteria and weightings
22

23. Evaluating: Example/Case Study
In this example the RFP: Weighted scoring
A Business Unit receives 7 proposals in response to a tender for the procurement of
printing services. The evaluation team prepares the following evaluation matrix
employing the lowest price methodology. Who should be awarded the contract?
(select the best answer)
Offeror 1
Offeror 2
Offeror 3
Offeror 6
23

24. Evaluating: Example/Case Study
In this example the RFP: Weighted scoring
A Business Unit receives 7 proposals in response to a tender for the procurement of
security services. The evaluation team prepares the following evaluation matrix
employing the cumulative scoring methodology. Who should be awarded the
contract? (select the best answer)
Offeror
Offeror
Offeror
Offeror
1
3
5
7
24

25. 25

26. Торги после оценки предложений
Negotiations refer to discussions initiated by the UNDP Business Unit with
a potential contractor identified after the evaluation of the offers has
been completed, but prior to the award of the contract, in order to
ensure that the best value for money is achieved, but without
compromising the procurement principles.
• Negotiations are most useful and can be very effective in situations of
direct contracting without competition and ICs as a way of ensuring
best value for money.
• While negotiation of prices is recommended for IC cases, it is strictly
prohibited in the selection of the supplier (RFQ /RFP/ ITB).
• Negotiations may be carried out with the selected supplier regarding
payment terms, supplementary terms and conditions, delivery, and
other characteristics of the offer vis-à-vis the requirement of UNDP.
• Procurement Unit should always be involved into the negotiation
process and take a leading role!
26

27. Брифинг участников торгов
Это важно!!!
Какую информацию можно давать?
• Имя победителя
• Стоимость контракта
• Причины поражения
27

28. Администрирование контракта
•
•
•
•
•
•
•
Качество
Цена
График
Результаты работы
Изменения
Конфликты
Субконтрактинг
28

29. Этика:Практики работы с поставщиками
1
2
Decline to meet with prospective bidders
one-on-one
Visits/meetings with suppliers should be with
minimum of two UN staff present
3
Business should be conducted during normal
working hours
4
Suppliers should not be invited to UN staff
offices but to a meeting room
5
Meetings should have an agenda and minutes
29

30. Политика «Zero Tolerance» к подаркам
• Gifts from suppliers must not be accepted
regardless of the value
• Gifts must be returned and supplier informed
that UN staff are not allowed to accept gifts
• Offers of hospitality (e.g. drinks, lunches and
dinners) must be declined
• Invitations of a social kind - sporting/cultural
events, holidays etc. must always be refused
30

31. Цикл P2P согласно стандартам ИПСАС
31

32. БЛАГОДАРЮ!
ВОПРОСЫ?
-
32