Стандарты и практики в системе закупок ООН

Ukrainian Procurement Forum IIКиев

Ноябрь 2013

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Правила эффективной работы команды

Мы обсуждаем и мы пониманием

Мы планируем и мы добиваемся

результата в сроки

Мы оцениваем риски и мы достигаем цели

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Цель

Обмен опытом и практиками управления закупками в международных организациях

Обзор цикла, основных принципов и стандартов закупок в системе Организации Объединенных

Наций

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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

Кто мы такие?

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Что мы закупаем

Услуги

Работы

Товары

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

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Требования к квалификации баеров

UNDP Level 1 and UNDP/CIPS Level 2

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7

Write Specifications

TOR

Evaluate Offers

Процесс и правила закупок

Prepare SolicitationDocuments

Seek, Clarify and Receive

Offers

Award Contract

Manage the Contract

Choose Procurement Method

Planning and strategy

Negotiate the Contract

Best Value

for Money

Fairness, Integrity

and Transparen

cy

Effective Internation

al Competitio

n

The interest of

the Organizati

on Evaluate the procurement

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Важность процесса планирования

1. Подтверждает запрос2. Определяет цели, график и

индикаторы результативности3. Определяет потенциальные риски4. Оптимизирует использование

ресурсов5. Определяет правильный метод

закупки6. Определяет подходящие критерии

оценки7. Обеспечивает лучший уровень сервиса

для клиентов

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Управление рисками и планирование

Закупки – дело рискованное!

Как оценить риски и возможности?

Факторы рисков

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Матрица стратегии закупок

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Стратегические цели закупщиков

Supply risk reduction

Supplier relationship

management

Transaction cost reduction

Quantity discounts

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Этап 2: Спецификация

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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.

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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

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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 non-

discriminate 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.

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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

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Этапы процесса оценки предложений

1. Establishment of an evaluation team2. Receipt of opening report 3. Preliminary examination of offers (admin

requirements)4. Evaluate technical offer (technical requirements)5. Evaluate financial bid (financial requirements)6. Clarification from bidders (if required)7. Preparation and Submission of Evaluation report

(to Procurement Review Committees where required)

8. Negotiation (if applicable)9. Background checks (if required)

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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?

# Description of goods and their technical specifications, as per ITB document

Preliminary Examination and responsiveness of the quotation received from:

ROMA LTD.

FOLGAT FTC

BMS CONSULTING LTD

INKOM JSC LDS

EPOS LTD IT STAR

MASTER SYSTEM

S SRL

OGIS SNC

SPD OSINSKY

Y

ULYS SYSTEM

S

PROMIN COMPUT

ER CENTER

LTD.

DAKO ENGINEE

RING

EQUITRADE

CORP

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 YES100%

advance YES YES YES YES

Overall Bid responsiveness YES YES YES YES YES YES YES YES YES NO YES YES YES YES

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How to asses offers?

Step 2: Establish technical compliance1. Primarily the client’s responsibility2. 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

Description of goods and their technical specifications, as per RFQ document

Technical compliance review of the quotation received from:

ROMA LTD.

BMS CONSULTI

NG LTD

INKOM JSC

LDS EPOS LTD IT STARMASTER

SYSTEMS SRL

OGIS SNCULYS

SYSTEMS

DAKO ENGINEE

RING

EQUITRADE CORP

FOLGAT FTC

PROMIN

Notebook

CPU 2.4 Ghz, 3MB L2 Cache, dual core, 1066MHz FSBMemory 4 GB, 1 dimm, 1 free port necessaryHDD 320GBPorts 4 free USB port, HDMI or DVILAN GB LAN, internal 802.11g compatibleBT Bluetooth module, internalScreen WXGA+, 1440*900, 15.4-16 inch, LED backlightOptical DVD+,-RW, 8XKeyboard RUS internal keyboardPeriferals Mouse, 2 buttons, 1 scroll, optical with cable connectionBattery Min. 2.5 hrs working timeMisc. on-board pre-OS diagnostic systemMisc. Notebook bag, nylon, 2 separated storing compartment: 1 for notebook, 1 for documents plus extra smaller pocket on the front for chargers, etc., zip fastenersMisc. Extra charger, portable optionOS Windows 7 RUS, 64 bit, ProfessionalFurther requirements and notes All devices are matching to the Ukrainian electricity voltage, frequency and electric socket standards.

NO NO NO NO NO YES YES YES YES N/A NO NO NO

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How to asses offers?

Step 3: Financial evaluation1. Primarily the buyer’s responsibility2. Examples of matters that might be considered:

– Cost and price factors– Total cost of ownership

– The lowest priced technically compliant bid identified

Description of goods

Q-ty

Financial Evaluation of the quotations received from:

ROMA LTD.BMS

CONSULTING LTD

INKOM JSC

LDS EPOS LTD IT STARMASTER

SYSTEMS SRL

OGIS SNCULYS

SYSTEMS

DAKO ENGINEERI

NG

EQUITRADE

CORP*

FOLGAT FTC

PROMIN

Lot # 1  Unit Price

Total Amoun

t

Unit Price

Total Amoun

t

Unit Price

Total Amou

nt

Unit Price

Total Amou

nt

Unit Price

Total Amou

nt

Unit Price

Total Amou

nt

Unit Price

Total Amount

Unit Price

Total Amoun

t

Unit Price

Total Amount

Unit Price

Total Amoun

t

Unit Price

Total Amount

Unit Price

Total Amou

nt

Unit Price

Total Amou

nt

Line item # 1

Desktops computers

685

411,88

368 007,84

6 004,80

408 326,40

5 007,89

340 536,5

2   

5 518,00

375 224,00

765,00

52 020,00

1 417,00

96 356,00

   848,40

57 691,20

5 634,12

383 120,16

   5

295,54

360 096,7

2

6 039,73

410 701,6

4

Less VAT (if applicable)

   -61

334,64 

-68 054,40

 -56

756,09

     -62

537,33 

-8 670,00

         -9

615,20

 -63

853,36     

-60 016,1

2 

-68 450,2

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Sub total for Lot # 1 without VAT

   306

673,20 

340 272,00

 283

780,43

     312

686,67 

43 350,00

 96

356,00

     48

076,00

 319

266,80     

300 080,6

0 

342 251,3

7Currency quoted     UAH   UAH   UAH       UAH   USD   USD       USD   UAH       UAH   UAH

USD equivalent    38

819,39 

43 072,41

 35

921,57

     39

580,59 

43 350,00

 96

356,00

     48

076,00

 40

413,52     

37 984,8

9 

43 322,9

6Bid ranking for Lot # 1

  3 6 1   4 8 10   9 5   2 7

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How to asses offers?

Step 4: Qualification requirementsThe 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 Value USD > 100.000 and/or technically complex

products

At least 3 references for past contracts shall be obtained and checked

Obtain references from credit rating and reporting agencies on production facilities, financial and management status

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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

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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

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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 1 Offeror 3 Offeror 5 Offeror 7

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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!

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Брифинг участников торгов

Это важно!!!

Какую информацию можно давать?

• Имя победителя• Стоимость контракта • Причины поражения

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Администрирование контракта

• Качество• Цена• График• Результаты работы• Изменения• Конфликты• Субконтрактинг

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Этика:Практики работы с поставщиками

Decline to meet with prospective bidders one-on-one

Suppliers should not be invited to UN staff offices but to a meeting room

1

3

4

Business should be conducted during normal working hours

Meetings should have an agenda and minutes

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Visits/meetings with suppliers should be with minimum of two UN staff present

2

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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

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Цикл P2P согласно стандартам ИПСАС

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БЛАГОДАРЮ!

ВОПРОСЫ?

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