Procurement Manual
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Procurement Manual
01. Introduction
01.01 Purpose and application
01.02 Regulatory framework
01.03 Definition of procurement
01.04 Procurement principles
01.05 Ethical standards
02. Organization of procurement
02.01 Overview of the procurement process
02.02 Responsibilities of organizational units and procurement roles
02.03 Organisation and function of procurement department
02.04 Procurement authority
02.05 Delegation of procurement authority to individuals
02.06 Relevant templates
03. Supplier management
03.01 Supplier registration
03.02 Supplier management
03.03 Vendor eligibility
03.04 Relevant templates
04. Procurement planning
04.01 Procurement strategy
04.02 Requirements definition
04.03 Standardization
04.04 Funding requirements
04.05 Requisitions
04.06 Acquisition planning (timeline of events)
04.07 Relevant templates
05. Sourcing of suppliers
05.01 Sourcing of vendors
05.02 Market research
05.03 Advertisement/Request for Expression of Interest
05.04 Request for information
05.05 Pre-qualification of vendors
05.06 Relevant templates
06. Solicitation methods
06.01 Overview
06.02 Types of competition
06.03 Solicitation methods and thresholds
06.04 Solicitation documents
06.05 Components of solicitation documents
06.06 Invitation of vendors
06.07 Communication with vendors
06.08 Exceptions to competitive tendering or formal methods of solicitation
06.09 Emergencies
06.10 E-tendering
06.11 Cumulative contracts
06.12 Relevant templates
07. Management of submissions
07.01 Receipt and safeguarding of submissions
07.02 Modification and withdrawal of submissions
07.03 Late and unsolicited submissions
07.04 Opening and recording of submissions
07.05 Rejection of submissions
07.06 After the opening
07.07 Relevant templates
08. Evaluation of submissions
08.01 Overview
08.02 Evaluation committees
08.03 Evaluation criteria
08.04 Evaluation methodology
08.05 Preliminary screening
08.06 Technical evaluation
08.07 Financial evaluation
08.08 Further aspects of evaluation
08.09 Discussion with vendors
08.10 Recommendation
08.11 Relevant templates
09. Process review and decisions
09.01 Organization of procurement review
09.02 PRC overview and composition
09.03 PRC review process
09.04 Scope of review
09.05 Submissions
09.06 Minutes and circulation
09.07 Decisions and recommendations
09.08 Emergencies and exigencies
09.09 Ex post facto
09.10 WHO CRC
09.11 Relevant templates
10. Commercial Contracts
10.01 Overview
10.02 Standard contract elements
10.03 Contracts for the acquisition of services
10.04 Purchase orders for Goods
10.05 Long Term Agreements (LTA)
10.06 Works and construction contracts
10.07 Approved Contractor Scheme (ACS)
10.08 Relevant templates
11. Award of contracts
11.01 Award and finalization of contracts
11.02 Vendor notification, debriefing and protest
12. Procurement of Goods & Logistics
12.01 Overview
12.02 Packing and labelling
12.03 Shipping and transportation
12.04 Insurance
12.05 Reception, inspection and return
12.06 Relevant templates
13. Contract management
13.01 Overview
13.02 Vendor performance evaluation
13.03 Remedies
13.04 Dispute resolution
13.05 Financial management and payments
13.06 Managing contract amendments
13.07 Contract termination or closure
13.08 Property disposal
13.09 Maintenance of files
13.10 Relevant templates
14. Cooperation
14.01 Cooperation with UN Entities
14.02 Cooperation with Government
14.03 Cooperation with other organizations
15. Overarching topics
15.01 Global Compact
15.02 Sustainable procurement
15.03 Risk management
15.04 Relevant templates
16. Property, Plant and Equipment
16.01 Overview
16.02 Roles and responsibilities
16.03 Registering recognized assets and attractive items
16.04 Receipt of goods and equipment
16.05 Special provisions for vehicles
16.06 Disposal of recognized assets and attractive items
16.07 Role of the HQ Property Disposal Committee (HQPDC)
16.08 Special provision for disposal of computer equipment
16.09 Relevant templates
17. Non-commercial contracts
17.01 Overview
17.02 Programme Funding Agreement (PFA)
17.03 UN Agency to UN Agency Contribution Agreement (UN to UN)
17.04 Direct Financial Contribution (DFC)
17.05 Approval of non-commercial contracts
17.06 PRC Review of Non-Commercial Contracts
17.07 Relevant templates
18. Common Glossary of Procurement Terms
19. UNAIDS Glossary
Procurement Toolbox
List of templates
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List of templates
Find below a list of all templates available in the Procurement Manual Toolbox
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Template
Delegation of Financial and Administrative Authority template
PT.02.01
ERP Supplier Registration
PT.03.01
Vendor Eligibility Policy
PT.03.02
Joint Geneva Sanctions Board
PT.03.03
Requisition Plan
PT.04.01
Guidelines for preparation of technical specifications
PT.04.02
Guidelines for preparation of Terms of Reference (TOR)
PT.04.03
Guidelines for preparation of Statement of Works (SOW)
PT.04.04
Acquisition Plan
PT.04.05
Expression of Interest
PT.05.01
Sourcing checklist
PT.05.02
Request for Proposals
PT.06.01
RFP Cover letter
PT.06.01a
RFP Acknowledgement form
PT.06.01b
RFP Confidentiality Undertaking form
PT.06.01c
RFP Proposal Submission form
PT.06.01d
RFP Proposal Completeness form
PT.06.01e
Request for Quotation (RFQ) Goods
PT.06.02a
Request for Quotation (RFQ) Services
PT.06.02b
Invitation to Bid (ITB) form Option 1
PT.06.03a
Invitation to Bid (ITB) form Option 2
PT.06.03b
Bid/Proposal Security form
PT.06.04
UN Supplier Code of Conduct
PT.06.05
UN Supplier Code of Conduct December 2017
PT.06.05
Bid – Complaints Procedure
PT.06.06
Additional guidance on the one- or two-envelope system and cumulative analysis
PT.06.07
Request for Proposals eTendering
PT.06.08
Bid Opening Report - Technical
PT.07.01
Bid Opening Report - Financial
PT.07.02
Confidentiality - No Conflict of Interest Affidavit – member/observer
PT.08.01
Adjudication Report
PT.08.02
Technical Evaluation Template Model A
PT.08.03a
Technical Evaluation Template Model B
PT.08.03b
Analysis and Comparison of Financial Offers
PT.08.04
PRC Submission Form Commercial Contracts
PT.09.01
PRC Submission Form Non-Commercial Contracts
PT.09.02
PRC Meeting Minutes
PT.09.03
PRC Decision Note
PT.09.04
CRC Submission Form
PT.09.05
PT.10.01
Agreement for Performance of Work (APW) template
PT.10.02
Letter of Agreement (LOA) template
PT.10.03
Sample amendment and termination letters for APW (4)
PT.10.04
Copyright clauses for LOAs, APWs and PFAs
PT.10.05
Bank guarantee for advance payment
PT.10.06
Performance bank guarantee
PT.10.07
Long Term Agreement (LTA) template
PT.10.08
Long Term Agreement Information Sheet
PT.10.09
Adjudication Report when using Long Term Agreement (LTA)
PT.10.10
Approved Contractor Scheme (ACS) – guidelines on establishment and use
PT.10.11
Procurement Clearance template
PT.12.01
Supplier/contractor performance evaluation and contract/PO close-out form
PT.13.01
Payment request form
PT.13.02
Risk and risk management in the procurement process
PT.15.01
Disposal Request Form
PT.16.01
Definition of Useful Life of Recognized Assets and Attractive Items
Pt.16.02
Conventions on physical location, asset tags and asset label location
PT.16.03
Donation template form
PT.16.04
Sale of equipment and furniture sample
PT.16.05
UNAIDS Security Incident report
PT.16.06
Receive and inspection report – RIR
PT.16.07
PT.16.08
PFA template for a financial contribution to a technical project
PT.17.01
PFA template for meetings without co-sponsorship
PT.17.02
PFA template for meetings with co-sponsorship
PT.17.03
Guideline on preparation of a project document for PFA
PT.17.04
Checklist for PFA Contracting and Partner Capacity Assessment
PT.17.05
Progress Report to be Submitted under Non-Commercial Contracts by contractor
PT.17.06a
Clearance of Progress Report for Non-Commercial Contracts
PT.17.06b
UNAIDS Financial Report
PT.17.07
UNAIDS Financial Report Checklist
PT.17.08
Final report to be submitted under Non-Commercial Contracts
PT.17.09a
Clearance of Final report for Non-Commercial Contracts
PT.17.09b
Sample of Amendment to PFA to extend the duration of the agreement
PT.17.10
Sample of Amendment to PFA to change the objectives/activities/funding
PT.17.11
Sample of Termination of PFA
PT.17.12
UN to UN Contribution Agreement template
PT.17.13
UN to UN Agreement additional UNDG Guidance
PT.17.14
DFC template
PT.17.15
DFC detailed instructions
PT.17.16
DFC Face form
PT.17.17
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