United Nations Development Programme

Advisory Committee on Procurement (ACP)

UNDP LEARNING SERIES, December 2009

STANDARD
OPERATING
PRACTICES
Contents

Introduction – A journey into ACP

1

1 Advisory Committee on Procurement (ACP)

1.1 Scope of Review

3
1.2 Roles and Responsibilities
5-7
i. Requestor
5
ii. ACP/RACP Secretary
5
iii. ACP/RACP Members
6
iv. ACP/RACP Chair
6
v. CPO/RCPO
7
1.3 ACP Review Cycle
7
1.4 Types of ACP Review
8
i. ACP Review
8
ii. Direct Review
8
1.5 Types of Submissions
8-10
i. Competitive Process
8
ii. Direct Contracting
8
iii. Post-Facto
 9
iv. Ex-Ante : Procurement Road Map
9
v. Consulting Fee
10

2 Case submission to the ACP – A walk through

11-17

3 Checklist
18-22

3.1 ACP Submission Checklist

18
3.2 Quality Assurance Checklist
21
3.3 Value for Money Checklist
22

4 Overview of ACP Website

23

ANNEXURES
Abbreviations

UNDP Learning Series, Advisory Committee on Procurement (ACP), December 2009

For further information, please contact UNDP ACP Office, One UN Plaza, New York, NY 10017
Email : acp.support@undp.org
 Introduction – a journey into the ACP

Mission – To innovatively design and develop an oversight mechanism that ensures

compliance with procurement guidelines and mitigates UNDP’s Procurement risks.

Why Procurement Oversight ?

Procurement has become an essential part of programme delivery (nearly 70% of the total
delivery) in UNDP and has grown nearly 3 times in the last 5 years. In 2008, UNDP
undertook procurement worth USD 2.6 billion.

Additionally, the UNDP Procurement model is very

decentralized compared to other UN Agencies and has
increased in complexity as the major share is for
procurement of services. There are 166 business units that
undertake procurement of goods, civil works and services.

What is the ACP ?

ACP stands for Advisory Committee on Procurement and has

been established at Headquarters and in the regional bureau
(RACP) to review and render advice to the Chief Procurement
Officer (CPO)/ Regional Chief Procurement Officer (RCPO), as the case may be, on UNDP’s
procurement transactions. ACP/RACP ensures that all contracts comply with Procurement
Guidelines and mitigates UNDP Procurement risks.
The RCPOs have been given procurement delegation up to USD 1 Million.

Regionalization of the ACP

In order to mitigate UNDP Procurement risks and ensure
compliance with procurement regulations and rules, five (5)
Regional Advisory Committee on Procurement (RACP) have
been set up at the regional centers in Bangkok, Bratislava,
Cairo, Johannesburg and Panama.

This support is expected to reduce the response time and

encourage closer participation of the Country Office to review
the submitted request. Due to these RACPs, Country Office
(CO) can now access the services in the same time zone. Being
on the ground and having better knowledge of the CO’s
procurement capacity, the RACPs can effectively mitigate procurement risks.

What value is added by ACP/RACP in the Procurement cycle?

The ACP/RACP oversees the following areas :
• Compliance

a) Promote competition and integrity

b) Enhance accountability
c) Increase transparency and ethical behavior
 d) Achieve value for money

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• Risk Assessment

a) Unbiased Specifications
b) Technical and Financial capacity of Vendor
c) Procurement capacity of the business unit
d) Performance and quality requirements
e) Shipping terms
f) References
g) Contract Management
h) Terms & Conditions (Type of Contract)

How can I do a submission to the ACP/RACP for review ?

All submissions to the ACP/RACP should be done online through the ACP Online website
( http://acp-online.undp.org )

What other roles does the ACP/RACP play in UNDP Procurement ?

In addition, to reviewing cases submitted by the Country Offices and Business Units, the
ACP undertakes the following tasks :

• Procurement Oversight
a) Update of Procurement Dashboard
b) Follow up with the Country Offices on implementation of the conditions
subject to which their cases were approved
• Delegation of Procurement Authority
a) Analyze procurement volume and capacity of CO for recommending
increased delegation f authority ;
b) Provide advise to the CPO on specific delegations.
• Capacity Development
a) Organize training for CAP Members, Head of Units in HQ
b) Conduction of Regional Procurement Workshop
c) Development of On-Line training material (risk assessment, CAP Orientation,
ACP Orientation )
• Knowledge Management
a) Sharing of Lesson learnt from ACP/RACP Meetings
• Maintaining Roster of Roving Procurement Officers
a) Update list of Roving Procurement Officer for use of Country offices that
require their services
• Monitoring Procurement Activities
a) Tracking all contract that are in excess of the Country Offices delegated
procurement authority and which have not acquired CPO approval.

ocument is to explain in detail, all the elements of the ACP and provide practical information and guidance to procurement practitioners to assist in t
 ACP/ LEARNING
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Advisory Committee on Procurement

1
(ACP)

What kind of cases are reviewed by the ACP ?

1.1Scope of the Review

ACP reviews cases which relate to the following procurement functions:

a) Proposed contract -

ACP HQ :
• Reviews all cases exceeding USD 100,000 for Business Units
in HQ and out posted HQ Units
• Proposed contracts submitted to the Regional ACP valued in
excess of USD 1 Million,
• Proposed contracts which involve commitments to a Supplier
with respect to a single requisition for a specific
project/purpose, or a series of requisitions relating to the same specific
project/purpose, received and processed in a calendar year – beginning January 1
and ending December 31 – valued at USD 100,000 or more for Business Units in HQ
and out posted HQ Units
• Proposed contracts or series of related contracts, which generate income of USD
10,000 or more (i.e., revenue through the sale of proprietary information) in a
calendar year for Business Units in HQ and out posted HQ Units
• Proposed contracts of any value which could reasonably lead to a series of related
contracts the total of which may be USD 100,000 or more for Business Units in HQ
and out posted HQ Units
• Proposed contracts valued at USD 30,000 or more to be awarded under Financial
Rule 121.05 (exception to competitive process), including those cases where the
number of responsive offers is less than three for Business Units in HQ and out
posted HQ Units

Regional ACPs :
• Reviews all cases exceeding USD 100,000 and upto USD 1
Million for all Country Offices in their respective regions
• Proposed contracts which involve commitments to a Supplier
with respect to a single requisition for a specific
project/purpose, or a series of requisitions relating to the
same specific project/purpose, received and processed in a
 calendar year – beginning January 1 and ending December 31 – valued at USD
100,000 or more
• Proposed contracts or series of related contracts, which generate income of USD
10,000 or more (i.e., revenue through the sale of proprietary information) in a
calendar year.
• Proposed contracts submitted to the Regional ACP valued in excess of the Regional
CPO’s delegated approval authority
• Proposed contracts of any value which could reasonably lead to a series of related
contracts the total of which may be USD 100,000 or more;
• Proposed contracts valued at USD 30,000 or more to be awarded under Financial
Rule 121.05 (exception to competitive process), including those cases where the
number of responsive offers is less than three.

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b) Amendment -
• Amendment, modification or renewal of a contract previously reviewed
by the ACP, where the contract amendment or a series of
amendments in the aggregate either increases the total contract
amount by 20 percent or more, or valued at USD 100,000, whichever
is less.
• Amendment, modification or renewal of a contract not previously
submitted to the ACP, where the revised total contract amount is valued at USD
100,000 or more.

c) Disposal and write-off of Assets

• Cases that lead to the disposal, write-off or transfer of goods and/or
property with an asset value USD 30,000 or more
• Disposal by sale or donation of supplies, equipment or other property
which are in surplus to the operating requirements of the Country
Office or unserviceable through obsolescence or normal wear and tear
• Write-off of equipment, supplies and other property lost, damaged or stolen
• Disposal of project equipment, including equipment obtained for NEX projects for
which title of ownership is still maintained by UNDP
• All vehicle accidents involving UNDP and project vehicles where gross negligence is
not the cause

d) Individual contractor -
• Procurement of services as related to individual consultants (i.e. SSA,
SC, RLA) in a contract amount valued at USD 100,000 or more or in
aggregate exceeding USD 100,000 or more

e) Ex-Ante Review –
• To mitigate UNDP risks, ACP in cooperation with subject
expert, Legal Support Office and Procurement Support
Office, reviews all cases which are complex and exceeds
contract amounts of USD 1 million . As an outcome, the
Committee provides a Procurement Roadmap. This is not a
mandatory review. This approach helps in assessing the
risks and developing the procurement road map to mitigate
 them. This also minimizes the chance of rejects by ACP because of the collective
wisdom that has been used upfront before staring the procurement journey.

ACP/ LEARNING
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1.1Roles and Responsibilities

Who is responsible for what in the ACP review Cycle ?

Requesto
d in the SOP. r
CAP Minutes implies RR’s prior responsibility that the project is included in Annual Work Plan, the budget is

nner
 ACP/RACP Secretary

required information has been provided by the Requestor for ACP review
Requestor, records the correspondence on ACP Online System. In such a situation, ACP Secretariat will send the
o help the members arrive at a decision (quality control prior to ACP Meeting)
equired
tted to ACP Secretariat by Friday 3pm (EST) for the following ACP Meeting scheduled for Wednesday

ion for ACP Meeting

gned off by all the Members in each meeting
st of Individuals and Entities with Association to Terrorist Organizations nor in the List of Vendors Suspended o

ing and that were sent back to the Requestor for additional information
 ACP/ LEARNING
5 GUIDE
ACP/RACP
Member
by reviewing assigned submissions online in advance and participating actively in the dialogue during the meetin
bjectivity and confidentiality in the course of reviewing the case and giving recommendations
procurement action is in accordance with UNDP Financial Regulations and Rules, procedures and instructions
process to ensure that it is fair, competitive, transparent and provides the best value for money
legal implications of the proposed contract
ocess including the environmental impact
ve offer is being sought for disposal of goods, where applicable . For detailed guidelines please refer UNDP Asse

nsure that there is no negligence. Ensuring that appropriate funds are available to cover the cost of the propose
ty for the ACP Meeting to the ACP Secretariat
there is a conflict of interest
Meeting per month
 ACP/RACP
Chair

with rules and mitigating UNDP risks as far as possible ;

, quality control and risk mitigation throughout the process

g
s based decision making process during the ACP Meeting;
parent process during ACP Meeting
submissions, sending ACP recommendation to CPO/RCPO (as the case may be) for approval, rejection or withhold

ACP/ LEARNING
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CPO/RCP
n the procurement
O process

epared by ACP

has the authority to approve, reject or withhold the proposed contracts that have been submitted to ACP. The C

1.1ACP Review Cycle

• All cases to be reviewed by the ACP should be submitted through the ACP Online
website (http://acp-online.undp.org) .Country Offices/Business Units should
create their submission in the corresponding regions where they are situated. The
ACP Online, covers ACP HQ, RBA, RBAP, RBAS, RBEC and RBLAC.
• The Regional CPOs have been given a delegation of USD 1 Million. All cases above
this amount should be submitted in the respective regions in ACP Online and after
review of the case by the RACP Chair, the case would be escalated to ACP HQ.
 • Additional information on the Regional ACPs and Increased Delegation of
Procurement Authority is available at the ACP website
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ACP/ LEARNING
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1.4 Types of ACP Review

• ACP Review
All procurement contracts valued in excess of delegated Procurement authority, usually
USD 100,000 require a ACP review. The case is submitted to the ACP online, assigned
to a ACP meeting and goes through the entire ACP review cycle. The review and
comments are provided to the CO by 8 working days, if all the required documentation
is provided to the ACP in a comprehensive and timely manner.

• Direct Review
To expedite the Procurement process for contracts on a exceptional basis (i.e. crisis or
emergency procurement situations ), valued at USD 100,000 or more, the approval of
the CPO can be sought directly without prior review of the ACP. During a direct review,
the case is reviewed by the Chair of the ACP and recommendations are sent to the CPO
for action.

 Emergency due to Poor Planning cannot be classified as EXIGENCY

1.1Types of submission to the ACP

What are the types of cases that can be submitted to the

ACP for review ?

COMPETITIVE PROCESS

The “Competitive Process” submissions refers to the cases that

are a result of a competitive bidding exercise undertaken by the
Country Office/ Business Unit by using the RFQ/ITB/RFP
solicitation process.

If the competitive process resulted in a minimum of 3 technically

responsive offers then the threshold of USD 100,000 or increased
delegation would apply. However, if the competitive process
results in less than 3 bids, then it is considered a technical waiver
and thus the threshold of USD 30,000 would apply irrespective of
the increased delegations received by the procuring office.

DIRECT CONTRACTING

The “Direct Contracting” submission refers to cases where the

proposed contractor was selected without undergoing a competitive
bidding process. In the case of direct contracting, a threshold of USD
30,000 applies to all requesting units/Country Offices irrespective of
their increased delegation thresholds.

Direct Contracting may be used only under a limited number of exceptional circumstances
as allowed under UNDP Financial Rules 121.05 (a). When seeking a Direct Contract,
justification must be provided describing the reasons which make it impossible to
undertake a standard competitive bidding exercise.
8 ACP/ LEARNING
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Whenever a Direct Contracting method is used, it remains
necessary for the directly selected supplier/service provider to
submit a proposal in accordance with the established specifications or TOR. Submitted
documentation must be reviewed by a qualified bid review panel organized in accordance
with UNDP policy.

Refer to the ACP Submission Checklist for detailed list of documents/information to be

provided to the ACP.

POST-FACTO
The use of post facto submission is greatly discouraged as it is an indicator of a flawed
process. Prior clearance has to be taken from the Regional Director before a requesting
unit can submit a post facto submission to the ACP.

Post facto submissions should be done only

in emergency/crisis situation, where
curative operations needs to be undertaken
to diminish the risk to health or life through
emergency interventions, deployment of a
peace keeping or humanitarian support
followed by recovery , rehabilitation ,
reconstruction and development. In such
situations with a need for quick action and immediate results,
deviations from normal procurement rules may be permitted.

The ACP Submission should include the performance report of the Supplier, the approval
from the Regional Director, CAP minutes, Evaluation Reports and documents which clearly
indicate the process undertaken to source the Supplier.

EX-ANTE : PROCUREMENT ROAD MAP

The purpose of Ex-Ante submissions is to obtain upfront approval

from the CPO on the Procurement Road map for all “significant”
procurement to be undertaken by the Business unit (BU).
Additionally it minimizes the chances of rejection during an ACP
review. However, Ex-Ante is not mandatory and is entirely at the
discretion of the Country Office/Business Unit.

Significant procurement includes :

i. Procurement contract above USD 1 Million

ii. Categories of supplies/services which represent the
majority of the BU’s spending
iii. Complex in terms of their demand or characteristics
iv. Individually have a significant impact on BU’s operations

The business units can seek the advice of the Procurement Support Office (PSO) in drafting
the Procurement Road Map and submit the case for review and approval of the ACP
through the ACP Online website. Upon submission, the case is reviewed by the ACP
Members, PSO, Legal Support Office (LSO) and External experts (where required ) and
finalized for the CPO’s decision based on :

• Risk Identification & Mitigation Measures

• Quality Assurance
• Compliance with policies and procedures
9 ACP/ LEARNING
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• Contract Management

CONSULTANCY FEE APPROVAL

 The purpose of Consultancy Fee submissions is to obtain
approval for Consultants whose daily rate exceeds USD 750.

The submitting Business Unit should provide evidences of the

due diligences conducted to justify the proposed fee level,
including but not limited to demonstrating the correlation
between the assignment complexity and proposed fee level,
market trends and consultant fee history.

Currently the Consultancy fee approvals are being handled by Procurement Support Office
(PSO). Upon finalization of the new SSA Guidelines, this function would be transferred to
the ACP.

ON THE DRAWING BOARD

The current version of the ACP Online, only has two types of submissions i.e. Competitive Process and Direct Contracting.

The ACP Online template would be updated at a later stage to cover Post Facto, Ex-Ante and Consulting fee submissions explicitly. Meanwhile, the
 ACP/ LEARNING
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0
ACP Submission – A walk through
2
Like the saying goes “The Devil is in the details “. Small things in
plans and schemes that are often overlooked can cause a serious
problem later on.

This section of the SOP walks you through ways of preparing a good
ACP submission.

What am I supposed to write under each section of the ACP

Submission?
Please note that reference to each section of the ACP submission is for general guidance and the
numbering system need not conform with the numbering system in the ACP Online.

Backgroun
Please provide the following information :
d
OJECT ID & TITLE
plementing Partner
ject Objectives
ionale/Scope
pected Project Outcome
ablish the link between Project & Proposed Contractor
pected Results

e : The background information should be concise and should briefly describe all the information requested
ove.

, Variation in Budget, Change in Scope of Works/TOR)

Amendment
s
hen provide information on all previous Contracts awarded to the Contractor. The dates and amounts of all
 ACP/ LEARNING
1 GUIDE
ained from the1 Purpose
Contractor. Attach a detailed TOR
of Contract/Amendment which clearly outlines deliverables and outputs
of goods with technical specifications and quantity for each item and the INCOTERM used for the quotation.
m the Contractor. Attach a detailed TOR which clearly outlines deliverables and outputs
be undertaken for each location. Attach detailed drawings, technical specifications and BOQ) for each civil works

Competitive Bidding/Proposal
s should be tabulated with each action linked to a time frame. The table must clearly identify each component o
Process

ion)
Dates):
ts

or withdrawal:

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2
Evaluation of Bids/ Proposals
 Quality
e being procured meets specified requirements. It is imperative for the BU to demonstrate in their submissi
Assurance The evaluation should clearly outline the following :
Name & Country of Offerors :
Dates & Venue of Bid Opening & Member’s Present:
Composition of Technical Review Panel:
Name of Offerors with Responsive Bids :
Name of Offerors who were Rejected & Reason :
Date & Venue of Financial bid Opening :
e, please contact the Global Fund Unit, PSOof, Technical
Summary Copenhagen )
& Financial Scores :
Description of Technical and Financial Evaluation Method Used
milestone payments Risk Management Matrix – especially for Civil Works Contracts and High value co

ACP/ LEARNING
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3 For Money (VFM)
Value

price, but also on the maximum efficiency and effectiveness of the purchase.
of soliciting offers and selecting a Contractor should:

e selection process;
ers; and
degree of realism and whose performance is expected to best meet the Business Unit’s specifications, statemen
ents
 Risk Management
nment and involves a systematic identification, analysis, treatment and where appropriate, acceptance of the risk
arious stages of the procurement chain :

metable, user acceptability, integrity and competence

s greater then USD 1 Million or complex services or civil works must have a risk assessment matrix wh

ACP/ LEARNING
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4 What does a Risk Assessment Matrix looks like ?

This Risk Assessment Matrix below is meant to serve as a sample only and depending upon the
complexity of the procurement, it may be further elaborated upon by the Business Unit. One of
the typical example of civil works is listed below :

Risk Factor Mitigation Measure

Limited competition due to security Widespread advertisement with regional

conditions in XXX (country) coverage in two rounds seeking EOIs.

Incomplete Bill of Quantities (BOQs) and BOQs were prepared by one qualified
scope of work Quantity Surveyor (QS) and verified by
another QS prior to bidding, with price
estimation
High value and quality of works with Used appropriate contractors through pre-
compressed construction schedule qualification exercise

Unclear documentation and/or procedures Arranged a pre-bid conference to clarify all

to new contractors aspects

Total value of contract(s) in single or
multiple packages exceeds the total limits
on the capacity of the selected contractor
as stipulated in the pre-qualification
assessment;
Total aggregate value of awards kept below
the limits on capacity;
Verification of capacity through pos-
qualification exercise;

Contractor running out of resources Mobilization advance and monthly

during the execution of works payments
 Non-compliance with specifications and Close monitoring and supervision UNDP’s
scope of work Owners Engineer shall verify the quality and
quantity of work included each of the
contractor’s invoices.
Contractor breaching on performance Performance security
obligations

Delay in completion Liquidated damages

Variation orders Contingency in the budget

All works in the hands of one contractor Limit on capacity and spread the works

Handling of transportation and materials Responsibility of the contractor

ON THE DRAWING BOARD

The current version of the ACP Online, does not have a different section for Risk Assessment.

The ACP Online would be updated at a later stage to include a dedicated section for Risk
Management. Meanwhile, the Business Unit should provide the Risk Management Matrix under the Quality Assurance section.

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5
Direct Contracting

wing permissible reasons for direct contracting. The Business Unit need to select an appropriate reason and prov
e.

tity.
petitively within the past 12 months and the prices and conditions offered remain competitive.
within a reasonable prior period.
e real property.

s that cannot be objectively evaluated

Justification for Direct Contracting

Permissible Direct Example of Acceptable Justification

Contracting

No competitive market for Where a monopoly exists; where fixed pricing by national
performance or price is legislation is in effect at the time of the procurement; or
available where the requirements involve proprietary product or
service.

Where there are only two players in the market, it is no

longer a monopoly and comparison between the two
suppliers/service providers should still be established.

Where fixed pricing is in effect, evidence of such

legislation should be documented.
When proprietary product or service is being procured, it
must be established why other equivalent non-
proprietary product or service will not meet the
requirement.
Determination or need for Compatibility and consistency with existing equipment or
standardization systems requires a specific brand of equipment or
technology; any change in these standards will have a
direct financial impact or other adverse consequences for
the end users or the
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A cooperative agreement A UN
6 long term agreement exists and UNDP hopes to
exists between the supplier utilize the existing agreement.
and a UN entity
Offers for identical Prices of goods obtained within the last year following a
requirements have been competitive exercise remain valid.
obtained competitively
within the past 12 months
and the prices and
conditions offered remain
competitive
The proposed procurement Selection of location is based on security concerns
contract for the purpose of
purchasing or leasing
property
Genuine exigency for the This includes requirements during times of natural
requirement exists disaster, health epidemic, or sudden unforeseen crisis.

“Genuine exigency” must refer to goods or services for

which any slight delay will result in the imminent loss or
endangerment of human lives or the excessive damage
 Permissible Direct Example of Acceptable Justification
Contracting

to valuable properties, or will deter the delivery of basic

human needs. It does not apply to urgency arising from
poor planning, poor oversight or delay in receipt of
funding, among other possible circumstances.
Procurement of goods or services which does not meet
these criteria will not be considered for an exception to
the competitive process, even if the context is an early
recovery programme/project.
The proposed procurement Cutting-edge technology or other new methodologies are
contract is for relevant in use and no possibility of comparison exists.
services that cannot be
objectively evaluated

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7

Checklists
3
3.1 ACP Submission Checklist

What kind of attachments should I upload into the ACP Online ?

The following checklist include list of attachments which should be submitted to the ACP for
review. However, please note that attachments do not substitute the text in the ACP online
submission. Therefore, please fill in all the information in the relevant sections as explained in
the ACP- Walk through.
A) CHECKLIST FOR GOODS

☑ Detailed Technical Specifications

☑ Short listing/ Pre-qualification
☑ Copy of RFQ (less than <100,000)
☑ Copy of ITB (>=100,000)
☑ Copy of Advertisement
☑ Bids Registration record
☑ Bid Receipt Record
☑ Bid Opening Record
☑ Evaluation Report
☑ Pre-Bid Meeting Attendance Sheet
☑ Pre-Bid Meeting Minutes with clarification on the Questions raised by the Vendors (if
meeting was done)
☑ Copy of all responsive bids
☑ Technical Evaluation Report
☑ Financial Proposals of all technically qualified bids
☑ Fully Signed CAP Minutes & Declaration of Impartiality & Confidentiality
☑ Company Profile of Firm
☑ Quality Assurance
☑ Procurement Plan, if available
☑ Request from Government requesting UNDP to undertake those activities (if NEX)
☑ Project Document
☑ Annual Workplan , Results & Resources Framework (RRF)
☑ In case of Amendment, Copies of all Previous Contracts

B) CHECKLIST FOR SERVICES

☑ Terms of Reference (TOR)

☑ Request for Quotation or Request for Proposal (Including Evaluation Criteria )
☑ Shortlisting/ Pre-Qualification
☑ Copy of Advertisement, with dates and media
☑ Bid Registration Record
☑ Bid Receipt Record
☑ Pre-Bid Meeting Attendance Sheet
1 ACP/ LEARNING
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☑ Pre-Bid Meeting Minutes with
8 clarification on the Questions
raised by the Vendors (if meeting was done)
☑ Technical Bid Opening Record
☑ Technical Evaluation Report with detailed scores and narrative of the comparative
analysis of the Proposals
☑ Declaration of Impartiality and Confidentiality signed off by all the Evaluation panel
members
☑ Financial Proposals
☑ Company Profile of Firm
☑ Fully Signed CAP Minutes
 ☑ Quality Assurance
☑ Justification for Localized Competitions (for >100,000 if international competition
was not undertaken)
☑ Procurement Plan, if available
☑ Request from Government requesting UNDP to undertake those activities (if NEX)
☑ Project Document
☑ Annual Workplan , Results & Resources Framework (RRF)
☑ In case of Amendment, Copies of all Previous Contracts

C) CHECKLIST FOR CIVIL WORKS

☑ Copy of ITB
☑ Bid Sales Record
☑ Pre-Bid Meeting Minutes
☑ Bid Opening Record
☑ Bill of Quantities
☑ Technical Specifications
☑ Detailed Drawings (if construction of building)
☑ Pre-Qualification Evaluation Report
☑ Technical Evaluation Report
☑ Financial Proposals of all technically qualified bids
☑ Fully Signed CAP Minutes
☑ Company Profile
☑ Procurement Plan, if available
☑ Request from Government requesting UNDP to undertake those activities (if NEX)
☑ Copy of Advertisement, with dates and media
☑ Internal Estimate
☑ Independent International Civil Engineer certification of the BOQ and Unit Rates
☑ Project Document
☑ Annual Workplan , Results & Resources Framework (RRF)
☑ In case of Amendment, Copies of all Previous Contracts
☑ Risk Assessment Matrix – MANDATORY
D) CHECKLIST FOR SSA/ SERVICE CONTRACTS/ RLA
☑ Terms of Reference
☑ Copy of advertisement or evidence of public circulation
☑ CVs (P11 form) of all shortlisted Candidates
☑ Company Profile (for RLA)
☑ Selection Committee Minutes (including exam ratings (if any was
done) and reference check on recommended Contractor)
☑ Fully Signed CAP Minutes
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☑ Copies of Previous Contracts (If any)
9
E) CHECKLIST FOR DIRECT CONTRACTING
(GOODS/SERVICES/SSA/SERVICE CONTRACTS)

☑ Terms of Reference (TOR)

☑ Request for Proposal (Including Evaluation Criteria )
 ☑ Technical Evaluation Report
☑ Financial Proposals
☑ Company Profile of Firm
☑ Fully Signed CAP Minutes
☑ Justification for the Direct Contracting
☑ Value for Money Assessment
☑ Quality Assurance
☑ Copies of Contracts with other UN Agencies (if any)
☑ Copies of previous Contracts with UNDP
☑ Project Document (if the Contractor has been previously identified in the Project
Document)
☑ Workplan (for Services/SSAs/RLAs)
☑ If previously work for UNDP/UN Agencies, then attach copies of Project/Supplier
Assessment Report signed off by the Supervising Unit
☑ Financial Proposals of all technically qualified bids

F) CHECKLIST FOR ASSETS WRITE-OFF CASES

☑ RADT form
☑ If it is a case of Transfer to Government/Implementing Partner,
attach copy of Project Document
☑ If it is a case of loss or theft, attach Police Report / Report from
the Assets Management Focal Point. Also include sworn statement
from the custodian of the asset, narrating his/her version of the
story, in addition to the Police investigation report.
☑ If it is a case for write off due to expiry of maximum lifespan as specified in the
Assets Management guide, then attach copy of certified inventory record including
purchase price and year of purchase
☑ CAP Minutes

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0 3.1Quality Assurance Checklist

Is the quality of the goods/services assured ?

A) CONTRACTING OF NGO/ FIRMS

☑ Regular Monitoring of Projects. Submission of Project Assessment of past contracts

when requesting for new extensions.
☑ Milestone payment linked to satisfactory deliverable certified by UNDP and advance
made to the NGOs should be based on cash flow projections for the period covered
by the advance
☑ Monitoring & Evaluation strategy to be used by the requesting unit
☑ Provide Company profile and CVs of Consultants
☑ For firms/NGOs that have previously worked with UNDP, provide project assessment
report that demonstrates satisfactory performance. Refer templates for capacity
assessment of NGOs provided in the UNDP Results Management Guide.
☑ Complete breakdown of cost should be provided in the Financial Proposal including
NGO overhead cost.

B) PROCUREMENT OF GOODS

☑ After sales services & warranties.

☑ Procurement from Authorized dealers and distributors
☑ Price comparable to goods under UNDP LTA
☑ Goods meets quality assurance standards for products. For eg. ISO 9000

C) FOR LEASE OF PREMISES

☑ Security Assessment Report from UNDSS/ UNDP Security Office ; or

☑ MOSS Compliance report cleared by UNDSS at the Country Level.

D) FOR CIVIL WORKS CONTRACTS

☑ The Contract should include a) defects liability period of at least 12 months ; b)

performance guarantee for a minimum of 6 months from final completion and
valued at 5% of the contract price.
☑ Abstract of Cost certified by Engineer/ Consultant
☑ Detailed Bill of Quantities & Technical Specifications
☑ BOQ of the Contractor should be certified by an independent Engineer/ Consultancy
firm
☑ All Invoices have to be certified by the Engineer at the site before disbursement of
payments.
 ☑ Risk Assessment Matrix
ACP/ LEARNING
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1 3.1Value for Money (VFM)
Checklist

Is the price right for the goods/services being

procured ?
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

CHECKLIST

☑ Technically Qualified Lowest Price Bid or the winning offer has attained the highest
cumulative scores (Technical + Financial)

☑ Comparison with internationally accepted prices in case of direct contracting

☑ Life cycle cost

☑ For Lease, prices should be comparable to rates in the local market for similar
premises “ in the same vicinity” for similar quality of building

☑ For SSA, daily rates comparable to UNDP SSA rates guidelines and for Local staff the
rates are comparable to Local SSA rates

☑ For Civil Works, the prices offered by the Contractor should be comparable to the
Abstract of Cost prepared by the UNDP Engineer/ Consultant.
 ACP/ LEARNING
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2

Overview of the ACP Website

4

Where can I get the updated information on the ACP/RACP ?

The ACP has a dedicated website on the UNDP intranet and can be accessed under UNDP
Intranet > Practices > Management > Advisory Committee on Procurement

Please visit this website, at http://practices.undp.org/management/acp for

detailed information. The following information is available at the site :

• Regional ACPs, Focal Points and Best Practices in each region

• List of Countries with Increased Delegation of Procurement Authority

• Forms, Checklist & Model Cases

 • SOPs

• Learning Tools and Oversight Tools

• ACP Calendar and Workshop

• Frequently Asked Questions

ACP/ LEARNING
2 GUIDE
3 • Lesson Learnt

ABBREVIATIONS

ABBREVIATIONS DESCRIPTION

ACP Advisory Committee on Procurement

BOQ Bill of Quantities

CAP Contracts, Assets & Procurement Committee

CBOs Community Based Organizations

CPO Chief Procurement Officer

CSO Civil Society Organization

DEX Direct Execution

Direct Contracting Direct Contracting is when the Contractor is selected without undergoing a
competitive process.

ITB Invitation to Bid

Increased Delegation of An increase in delegated procurement
Procurement Authority Posted HQ Units may be sought from
anticipated monetary volume of the
subsequent year and the demonstrated
decentralized unit.
authority for RRs and Heads of Out-
the CPO upon an assessment of the
programme to be expended in the
capacity of the Country Office (CO) or

Please visit the ACP website to view list of countries that have received
increased delegation (http://practices.undp.org/management/acp/)

LSO Legal Support Office

LTA Long Term Agreement

MOSS Minimum Operating Security & Safety Standards

NEX National Execution

PSO Procurement Support Office

QS Quantity Surveyor

RADT Request for Assets Disposal/ Transfer

RCPO Regional Chief Procurement Officer

RFP Request For Proposal

RLA Reimbursable Loan Agreement

RFQ Request for Quotation

 SC Service Contract

SOP Standard Operating Practices

SSA Special Services Agreement

TOR Terms of Reference

ACP/ LEARNING
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4

United Nations Development Programme

Advisory Committee on Procurement
Bureau of Management (BOM)
One United Nations Plaza
New York , NY 10017

http://practices.undp.org/management/acp