Procurement Policy

As per UNDP’s Financial Regulations and Rules, the following general principles must be given due consideration while executing procurement on behalf of the organization:

• Best Value for Money
• Fairness, Integrity, Transparency
• Effective International Competition
• The Interest of UNDP

Best Value for Money
By and large the core governing principle of UNDP is to obtain the best value for money. In 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. Best value for money should not be equated with the lowest initial price option rather requiring an integrated assessment of technical, organizational and pricing factors in light of their relative importance (reliability, quality, experience, reputation, past performance, cost/fee realism and reasonableness). The Business Unit’s parameters can also include social, environmental and other strategic objectives defined in the procurement plan. The principle of best value for money is applied at the award stage to select the offerthat effectively meets the stated requirement.

Fairness, Integrity and Transparency
As competition is the basis for efficient, impartial and transparent procurement; Business Units are therefore, responsible for protecting the integrity of the procurement process and maintaining fairness in UNDP’s treatment of all Offerors. Sound procurement (openness of the process; probity; complete and accurate records; accountability; confidentiality) establishes and then maintains rules and procedures that are attainable and unambiguous.

Effective Competition
The objective of UNDP’s competitive processes is to provide all eligible prospective Offerors with timely and adequate notification of UNDP’s requirements and an equal opportunity to tender for the required goods, civil works and services. Business Units should ensure that restrictions are not placed on the competitive processes limiting the pool of potential Offerors, as UNDP does not accept procurement awarded to exclusive Contractors or countries, unless otherwise explicitly mentioned in a Donor agreement.

Interest to UNDP
In practice, the specific procurement rules and procedures established for the implementation of a programme are contingent upon the individual circumstances of the particular case; however four considerations consistently guide UNDP’s interest for the acquisition of inputs: The need for economy and efficiency in the implementation of the programme, including the procurement of goods, civil works and services involved; access to procurement opportunities for all interested and qualified Offerors worldwide, except where other criteria mandated by the Security Council or General Assembly prevails; giving all eligible Offerors the same information and equal opportunity to compete in providing goods, civil works or services; and the importance of transparency in the procurement process.

The following consultants were under contract with UNDP Timor-Leste by 6 October 2011 and receives total fees in excess of $30,000

Project / Unit	Position Title	Name	Contract Start Date	Contract Expiry	Contract value USD
SSR Project	Advisor to the Office of President	Consulttant 1	25-Jan-11	22-Oct-11	$96,000.00
Conditional Cash Transfer	International Consultant	Consulttant 2	1-Jul-11	31-Dec-11	$43,000.00

 

The following procurement contracts of over $30,000 were awarded from period of   1 January 2010 until 6 October 2011 :

Vendor	Tender	Project	Date	Amount USD	CAP / ACP
A1 Services	Generator Maintenance Services	Common Premises	4.1.10	$50,960.00	ACP-RBAP/09/0233
Vanov Technology	Installation and termination of Aerial Fiber Optical Cable	Justice Project	5.2.10	$66,631.80	CAP 053/2009, case#2
Kasmani Iron Works	Rehabilitation of football field	Strengthening Early Recovery for comprehensive and sustainable Reintegration of IDPs	25.1.10	$63,089.40	CAP 002/2010, case#1
World Food Programme	Supply of Radio Equipment	Disaster Risk Management	8.1.10	$33,492.55	LTA
Advizing IT	Supply of IT Equipment	Operation Support	24.2.10	$38,840.00	CAP 007/2010, case#1
MA. Santander	Preschool Rehabilitation in Aldeia Zero III, Fatuhada, Dili	Strengthening Early Recovery for comprehensive and sustainable Reintegration of IDPs	23.2.10	$44,592.25	CAP 008/2010, case#1
Haburas Foundation	Small Grants	Sustainable Land Management	1.3.10	$31,489.50	Cash grant (CAP & ACP not required)
Rede de Servicu Floresta de Timor Leste	Small Grant	Sustainalble Land Management	3.3.10	$62,706.00	Cash grant (CAP & ACP not required)
Kasmani Iron Works	Office renovation	Operations Support	12.03.10	$38,463.00	ACP-RBAP/10/0044
Ba Futuru	Micro-Capital Grant Agreement	Support to Hamutuk Hari Confiansa	16.03.10	$35,012.00	Cash grant (CAP & ACP not required)
Catholic Relief Services	Mirco-Capital Grant Agreement	Support to Hamutuk Hari Confiansa	18.03.10	$75,004.00	Cash grant (CAP & ACP not required)
PDL-TOLL	Provision of Ground Fuel Services  for UN Agency Common Premises and Vehicles	Common Premises	31.03.10	$181,689.60	ACP-RBAP/10/0036
FICA Company	Cleaning and gardening services period May 10 -May 11.	Common Premises	16.05.10	$32,880.00	CAP 013/2010, case#1
Colegas da Paz	Micro-Capital Grant Agreement	Support to Hamutuk Hari Confiansa	19.05.10	$50,040.00	Cash grant (CAP & ACP not required)
Care International	Micro-Capital Grant Agreement	Support to Hamutuk Hari Confiansa	03.06.10	$35,011.00	Cash grant (CAP & ACP not required)
Renetil	Micro-Capital Grant Agreement	Support to Hamutuk Hari Confiansa	04.06.10	$31,082.00	Cash grant (CAP & ACP not required)
Aplimentec Construction	Rehabilitation of Volleyball Court, Aldeia Rain Nain, Suco Bairo-Pite	Strengthening Early Recovery for comprehensive and sustainable Reintegration of IDPs	14.06.10	$43,235.90	CAP 020/2010, case#1
Aplimentec Construction	Conditional Cash Transfer	Rehabilitation of Bolsa da Mae Office in Bemori, Dili	16.06.10	$35,277.06	CAP 021/2010
Caritas Australia	Micro-Capital Grant Agreement	Support to Department of Peace Building and Social Cohersion	27.07.10	$74,999.00	Cash grant (CAP & ACP not required)
Riri Brothers	Ground and Building Maintenance Services	Common Premises	14.08.10	$31,950.00	CAP 031/2010, case#3
Loro Sae Computer Services	Procurement of IT Equipment	Various	17.08.10	$206,558.00	ACP-RBAP/10/0143
Kasmani Iron Works	Construction of NDI Building	Security Sector Review Project	11.10.10	$99,931.00	ACP-RBAP/10/0180
Montana Diak	Asphalting of UN Agency Official Car Park	Common Premises	16.11.10	$95,168.20	CAP 039/2010, case#2
Tam Electrics	Supply and installation of 500Kva Kiosk Transformer	Common Premises	22.11.10	$72,345.00	CAP 039/2010, case#1
Lifau Indah	Noafafon Market Renovation - Oecusse district	SCAQI Project	06.12.10	$144,182.71	ACP-RBAP/10/0196
Planson International	Procurement of UPS	Justice Project	09.12.10	$107,927.00	Piggy back from HQ LTA
Advizing IT	Procurement of IT Equipment	Various	01.06.11	$55,455.50	Piggy back from HQ LTA
Fundasaun Esperansa Enclave Oecusse (FEEO)	Provision of Technical Assistance to COMPASIS Project in Oecusse and Ermera	COMPASIS	01.06.11	$71,573.00	CAP 009/2011, Case#01
FICA Company	Cleaning and gardening services period June 11 -May 2012.	Common Premises	01.06.11	$32,880.00	CAP 009/2011, case#2
APAC Security	Provision of security guard services for the UN Agencies and projects	Common Premises	01.09.11	$596,324.52	ACP-RBAP/11/0114
PT. Bayubuana - Indonesia	Travel Management Services	Travel	01.07.11	$1,680,000.00	ACP-RBAP/11/0045
TOLL Logistics	Provision of fuel supply (diesel and petrol) for UN Agency Vehicles	Common Premises	01.09.11	$400,000.00	ACP-RBAP/11/0095
PERTAMINA	Provision of fuel supply (diesel) for UN Agency Generators	Common Premises	01.09.11	$400,000.00	ACP-RBAP/11/0095