Стандарты и практики в системе закупок ООН
Ukrainian Procurement Forum IIКиев
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
3
Цель
Обмен опытом и практиками управления закупками в международных организациях
Обзор цикла, основных принципов и стандартов закупок в системе Организации Объединенных
Наций
4
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?
5
5
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
7
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
8
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
9
Управление рисками и планирование
Закупки – дело рискованное!
Как оценить риски и возможности?
Факторы рисков
11
Стратегические цели закупщиков
Supply risk reduction
Supplier relationship
management
Transaction cost reduction
Quantity discounts
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.
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
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 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.
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
17
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)
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?
# 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
19
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
20
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
7
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
21
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
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
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
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 1 Offeror 3 Offeror 5 Offeror 7
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!
27
Брифинг участников торгов
Это важно!!!
Какую информацию можно давать?
• Имя победителя• Стоимость контракта • Причины поражения
28
Администрирование контракта
• Качество• Цена• График• Результаты работы• Изменения• Конфликты• Субконтрактинг
29
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
5
Visits/meetings with suppliers should be with minimum of two UN staff present
2
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