Solicitation

Question 1

Sourcing of Vendors

Answer 1

identifying suitable suppliers, that could provide the required goods or services.

Question 2

Sourcing is carried out using several main methodologies, as described below

Answer 2

.
a. Supply market research and analysis, i

b. Advertisement of (RFI), REOI, and pre-qualification

Question 3

REOI is

Answer 3

advertisement prepared by the Procurement Official, in consultation with the Requisitioner,
to identify vendors that wish to participate in a solicitation.
Vendors are requested to express interest by a specified deadline by submitting the detailed information requested in the REOI, for

Question 4

Pre-qualification is recommended when:

Answer 4

a. The high costs of preparing detailed bids could discourage competition (such as custom-designed equipment, design and build projects, or specialized services).
b. The requirement involves complex technical components for which the vendor needs to have minimum technical capability and capacity to complete the works to the required quality standard such as construction works;
c. As determined necessary to achieve the best outcome for the procurement process for highly complex or otherwise appropriate needs, subject to approval by the Director, PD or Chief Procurement Officer. The criteria for the prequalification, the process, and the staff involved in the prequalification evaluation shall be established before the REOI is advertised. It shall be outlined in a separate document, and signed and dated by the Requisitioner, and cleared and signed by the Procurement Official.

Question 5

Solicitation

Answer 5

The solicitation process is the method used to communicate a procurement requirement and request an offer from potential vendors. Obtain

Question 6

procurement contracts shall be awarded based on competition, which includes: competitive process requires:

Answer 6

procurement contracts shall be awarded based on competition, which includes:

a. Acquisition planning for developing an overall procurement strategy and methodology, an analysis of demand and supply market data, in alignment with an existing category management strategy (if applicable); 
b. Market research for identifying a potential vendor; 
c. Formal methods of solicitation or informal methods of solicitation; 
d. Consideration of prudent commercial practices.

Question 7

The following requirements cannot be purchased through an LVA and shall be processed via procurement, regardless of value

Answer 7

:

a. Firearms and ammunition;  b. Blood or blood products; 
c. Software to be run in data centres.

Question 8

Invitation to Bid (ITB)

Answer 8

are i) simple and straightforward
, ii) can be expressed well quantitatively and qualitatively at the time of solicitation, and
iii) can be provided in a straightforward way.

Question 9

6.3.5 Request for Proposal (RFP)

Answer 9

A cannot be expressed quantitatively and qualitatively (e.g. consulting or similar services)

Question 10

UN solicitation documents usually consist of the following components:

Answer 10

a. Letter of Invitation (main tender document);
b. Acknowledgment Letter;
c. Statement of Works/Requirements;
d. Special Instructions and Evaluation Criteria;
e. Performance Security Form (if applicable);
f. Form of Contract and relevant UNGCC.

Question 11

The evaluation process comprises the following main steps (described later in this chapter):

Answer 11

a. Preliminary screening (see 6.4.6.1);
b. Technical evaluation;
c. For RFPs: completion of the technical evaluation report and opening of financial proposals;
d. Financial evaluation, including justification of reasonableness of price (if applicable);
e. Clarifications, if required;
f. Finalization of the evaluation report.
The evaluation process comprises the following main steps (described later in this chapter):

Question 12

Bid/proposal securities can be requested by the UN to mitigate the following bidder-related risks:

Answer 12

a. Withdrawal or modification of a bid or proposal after the bid receipt deadline;
b. Failure to sign the contract;
c. Failure to provide the required security for the performance under the contract after a bid or proposal has been accepted;
d. Failure to comply with any other conditions specified in the solicitation documents, prior to signing the contract.

Question 13

Conditions that may give rise to cancellation of solicitation process

Answer 13

a. The justification for the initial solicitation is no longer valid;
b. The requirements require material revision