United Nations
Development Programme

Plot 15B Clement Hill Road

P.O Box 7184

Kampala, Uganda

Tel: (256) 414-233440/1/2/5

Fax: (256) 414-344801

Email: registry.ug@undp.org

The Procurement Services Unit manages the procurement of goods, services and works. Procurement in the UNDP Uganda Country Office is governed by the established regulations and rules of UNDP. The objective of procurement activities is the timely acquisition of goods, services and works while addressing the following guiding principles:

• Best Value for Money »»

  Best value for money means selecting offers which present the optimum combination of factors such as appropriate quality, life cycle costs and other parameters which can include social, environmental or other strategic objectives which meet the end-user needs. Best value does not necessarily mean the lowest initial price option, but rather represents the best return on the investment, taking into consideration the evaluation criteria in the specified solicitation documents.

• Fairness, Integrity and Transparency »»

  Competition is conducted in a fair and transparent manner. In order for competition to work best, it must guard against collusion and be conducted on the basis of clear and appropriate regulations, rules and procedures that are applied consistently to all potential suppliers. The procurement process is carried out in a manner that gives all interested parties, both inside and outside the organization, the assurance that the process is fair.

• Effective International Competition »»

  UNDP provides all eligible prospective offerors with timely and adequate notification of its requirements and an equal opportunity to tender for the required goods, civil works and services.

  Restrictions are not placed on the competitive processes limiting the pool of potential offerors and UNDP does not award contracts to exclusive contractors or countries.

• The Interest of UNDP »»

  The procurement process looks at providing an appropriate solution to the organization’s need with regards to quantity, quality and timeliness at the right price. It also means ensuring that the overall cost to the organization in conducting the procurement process is minimized in the interests of the overall budget of the organization.

The Procurement process utilizes standard documents and procedures, as well as qualified personnel at distinct levels of supervision that guarantee a permanent control of quality in all activities.

The personnel have broad experience in local and international procurement procedures, and are knowledgeable in the regulations and procedures of UNDP. Information about the procurement processes is kept in strict confidence and the personnel are governed by a corporate Internal Code of Ethics as well as the norms contained in the Declaration of Confidentiality and Impartiality for Members of the Evaluation Commission.

• Green Procurement »»
• Solicitation Methods for the Procurement of Goods, Services and Works »»

Type of Contract	Contract Document	Winning Company	Final Amount
Request for Quotation	Request for Quotation for Construction of 14 Institutional Firewood Rocket Stoves for 7 Schools	Company XYZ	USD 123,456
Request for Proposal	RFP for the Provision of Mine Risk Education (MRE) in Northern and Western Uganda	Company XYZ	USD 123,456

The UNDP procurement staff focuses on environmental concerns (e.g. toxicity, energy consumption, ozone depletion) of various goods and services procured for development and emergency-relief activities. This calls for the identification of environmentally friendly ('green') goods and services, which have less harmful effects on human health and the environment than competing products and services serving the same purpose.

Relevant questions that are asked when considering available procurement options are:

Environmental Considerations:

• Is it single use (disposable) or reusable?
• What is the recycled content?
• Does it consume a significant amount of energy?
• Does it have an energy saving mode?
• Is it durable? Can it be repaired?
• Is it recyclable locally?

UNDP procures goods and services through competitive bidding, ensuring access to favorable prices, reliable transport, insurance, impartial advice and recognition of environmental and safety considerations. The following methods are used for the procurement of goods and services:

Expression of Interest (EOI)

Expression of interest is used to broadcast a need widely, and allows suppliers to present themselves for consideration for inclusion on a short list. An EOI is a cost effective method for identifying potential suppliers for particular goods, services or works. An EOI consists of a written communication prepared by a supplier providing information about its products, services, resources, qualifications and experience. EOIs are solicited through advertising the need on websites and in newspapers. The resulting responses can be used to populate a roster for future use or directly for a specific procurement action.

Request for Quotation (RFQ)

The most flexible and least formal method that is applied for procuring goods services and/or works, at a value between USD 2,500 and USD 100,000, RFQs call for a written quotation showing prices and other commercial terms and conditions and award is made to the lowest priced, technically acceptable offer.

Invitation to Bid (ITB)

An ITB is a formal invitation to submit a bid 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. The requirements here are clearly and concisely defined, with an estimated procurement value of USD 100,000 or more. 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.

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 (e.g. when consulting or similar services are sought). An RFP may also be used for purchase of complex goods when one is not sure of the functional specifications and wishes to seek proposals.

RFP applies to contracts exceeding USD 100,000.

In some cases, exceptions to competition are made and direct contracting is used. This usually happens when a Long Term Agreement (LTA) is in place, either globally (IAPSO or HQ) or locally (at Country Office level).

• RFP for provision of IT Technical Support to UNAIDS
• "UPDATE" - RFP: UPGRADE OF UNDP UGANDA WEBSITE/INTRANET AND MTCE CONSULTANCY
• UPGRADE OF UNDP UGANDA WEBSITE/INTRANET AND MAINTENANCE CONSULTANCY

• RUHIIRA MILLENNIUM VILLAGES PROJECT
• Invitation to bid for construction of Selected Health Centre and Community buildings, Ruhiira Millen
• Invitation to bid for Rehabilitation Works for Anyara HCIII and Community Hall- Kaberamaido District

Pamela Odudoh
Project Support Specialist
pamela.odudoh@undp.org

Joyce Jingo
Administrative Assistant,
Procurement and Shipping
joyce.jingo@undp.org