Supply

How we procure

© UNICEF/2012/Ahsan Khan

A workshop on supply chain management is held with suppliers at UNICEF Bangladesh Country Office.

The procurement of supplies and institutional services for UNICEF assisted projects in Bangladesh and its office operation is undertaken by Supply and Procurement Section of UNICEF/Dhaka. The final decision on procurement is made either by the Chief of Supply and Procurement or Representative depending on the value of transaction, which is based on the recommendations of others.

UNICEF rules, regulations and guidelines are strictly adhered to in all types of local procurement handled by Bangladesh Country Office.

Following are UNICEF’s guiding procurement principles:
a) Integrity – the process is transparent, honest and fair
b) Competition – to ensure competitive
c) Equal treatment – ensure the same conditions for all suppliers
d) UNICEF objectives – to ensure organizational objectives are met
e) Customers service – ensure customers satisfaction

Market Survey is conducted by hiring an independent company. The last market survey was conducted in late-2011 based on which a database of 280 vendors was established who were also oriented on the rules and regulations of UNICEF for local procurement, as well as, on the documentation required. If any vendor is interested to do business with UNICE, please refer to “ How to apply”.

The annual plan for supplies and institutional services is established in the beginning of every year. The plan is reviewed to ensure that there are enough vendors, as well as, Long Terms Arrangements are in place.  Additional vendors are explored through market survey and also more LTAs for repetitive requirements are established, if needed.
When the time comes to provide the supplies and services, either order is issued against the LTAs or a fresh Solicitation Document (SD) is issued. Responses are received in sealed envelope in Bid box fixed at the Reception on 3rd floor of UNICEF Dhaka Office.  There is more than one lock on the box and keys are kept with different staff members. Responses are opened after twelve working days. In case of less than three responses, the opening date is extended by one week and all vendors are informed accordingly. The SD for emergency requirements are opened with less number of days. The SDs are opened by the designated bid officer and witnesses. Only the Invitation to Bid is publically opened, and only  one staff from each vendor is allowed to participate. Name of respondents; prices, discount, VAT etc. are read out to the attendees. In case of Request for Proposal, the sealed Financial Offers of technically qualified bidders are only opened and quoted prices are filled in the approved format and signed by the Bid Officer and witness.

To ensure segregation of duties, the tabulation of SD is done by one unit and adjudication for supplies is done by another unit of S&P Section. The review of samples, where applicable, is also done either jointly by S&P and Programme Sections or by an outside company.  Likewise, the technical proposals against Request for Proposal are reviewed by the Technical Team, appointed on case by case basis.

After completion of due internal process, Purchase Order for supplies and for institutional services is issued.

To ensure that the supplies and institutional services are delivered according to the Purchase Order and SSA, the following systems are in place:
1) Pre- and post-delivery inspection of supplies depending on the value by an independent agency. Payments are made after submission of satisfactory inspection report.
2) End-user monitoring by UNICEF staff members

If a discrepancy is found, it is shared with the concerned vendor to fix the problem. In case of any serious observation, the vendor is blacklisted from UNICEF database for future business.