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PROCUREMENT POLICIES OF UNRWA

 

 

General Procurement Policy

 

International procurement at UNRWA is carried out by the Procurement and Logistics Division at Headquarters (Amman). Procurement and Logistics Departments in UNRWA's five Fields in the area of operations are authorized to undertake local procurement only.

UNRWA supports the UN Global Compact Initiative - put forward  on 31 January 1999, by UN Secretary-General Kofi Annan that will bring companies together with UN agencies, labor and civil society to support ten principles in the areas of human rights, labor, the environment, and anti-corruption. We encourage our suppliers to sign up with the UN Global Compact Initiative. Consequently we have included environmental factors in our pre-qualification criteria and in our tendering and tender evaluation process. We request our potential suppliers to complete and submit our Environmental Management Questionnaire (available in PDF, Word) as part of the supplier pre-qualification  process. Please also attach any document proving the company's compliance with the UN Global Compact Initiative in the areas of human rights, labor and anti-corruption.
Ordinarily, UNRWA will only consider registered suppliers when establishing a short list for an Invitation to Bid (ITB), a Request for Proposal (RFP), or a Request for Quotation (RFQ). UNRWA has established evaluation criteria, which are used to ensure fairness, transparency, and equitable geographical distribution in the selection of vendors. The short list of suppliers for a tender with respect to a particular product or service is created in accordance with the following criteria:

  • Suppliers with periodically successful or competitive bids.

  • Newly registered suppliers.

  • Suppliers from developing countries and countries in economic transition.

  • Suppliers from UNRWA region countries.

UNRWA uses a competitive bidding procedure to meet its procurement requirements, which takes into consideration the "value for money" concept. Common policy for procurement action involves the following principles:

  • Timely acquisition of goods or services to ensure the effective and efficient use of resources in a competitive and transparent manner.

  • Meeting the technical specifications of equipment and supplies.

  • Promoting standardization to the greatest extent possible.

  • Giving consideration to the an equitable distribution of procurement sources.

  • Anticipating and procuring supplies in sufficient quantities to meet annual requirement.

  • Ensuring that goods are received by UNRWA in a timely manner, in good condition, and at the lowest possible cost.

Responsibility for meeting the procurement needs of UNRWA rests with the Procurement and Logistics Division. This responsibility includes ensuring that procurement contracts comply with UNRWA regulations and rules.


All organizations face ethical challenges. Standards of ethical conduct promote common values and define the behavior and performance expected of the Agency’s staff members, which are  linked to all elements of the framework because they are inherently part of the overall human resources management strategy. Procurement and Logistics Division in Headquarters Amman and in the Fields continuously seek the commitment of their staff members to these Standards of Conduct. (available in PDF, Word)

 

Solicitation Documents

In compliance with the Agency's policy, all purchasing transactions should be undertaken on the basis of competitive bidding. Request for quotation (RFQ) or invitation to tender are issued in accordance with the estimated monetary values of the purchases as follows:

Value in USD

Bid System
Up to 4,999

Oral or written RFQ addressed to at least one approved supplier.  Quotations must be in writing. Proforma invoice may suffice.
5,000 to 29,999

Written RFQ addressed to approved and/or potential suppliers.  The two-envelope system is used for the pre-qualification of potential suppliers at the time of the RFQ. 

The approved suppliers with the best acceptable quotations from the last RFQ are to be invited, provided that their status has not changed.  Quotations can be received through a designated fax or by mail.  Once received, quotations are placed in a locked box untill RFQ opening date.  An internal Quotations Opening Committee consisting of the Section Head and a procurement staff member at Headquarters and the FPLO and a procurement staff member at the Fields is required to open the RFQ's.
Above 30,000

Written Invitation to Bid (ITB) or Request for Proposal (RFP) addressed to approved and potential suppliers.  The two-envelope system is used for the pre-qualification of potential suppliers at the time of the tender. 

The approved suppliers with the best acceptable bids from the last ITB/ RFQ are to be invited, provided that their status has not changed.  Bids must be sent in closed envelopes to be placed in a locked tender box.  Bids can be exceptionally received through a designated fax. Bids are opened by a Tender Opening Committee (TOC)

For Headquarters purchases up to US$ 100,000, the awarding authority is the Director of Operational Technical Services, who may delegate his/her authority up to certain levels below that amount to Chief, Procurement and Logistics Division and designated officials within that division. For Headquarters purchases above US$ 100,000, the awarding authority is the Headquarters Contracts Committee (HQCC).

For Field purchases up to US$ 30,000, the awarding authority is the Field Office Director (FOD), who may delegate his/her authority up to certain levels below that amount to designated officials in the Field. For purchases from US$ 30,000 through US$ 100,000, the FOD, upon recommendation of the Field Contracts Committee (FCC), is the awarding authority. For Field purchases above US$ 100,000 the HQCC is the awarding authority.

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