Transcript Slide 1

UNDP Sudan
Individual Contract
(IC) Business Process
Individual Contract
Definition
Business
Process
Contracts
Main topics will be covered
Sourcing
Incorrect use
of IC
Definition
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Services of an individual to perform non-staff tasks
The IC holder is non-staff and non-official status
Clear and quantifiable deliverables
Time and deliverable bound services
Services can be intellectual (Consultant) in nature or
support services (Contractor)
• The approving authority must ensure compliance
with the process outlined in the policy and its proper
use
IC Business Process Chain:
E-Req
Write TOR,
Sourcing
(Procurement )
( Hiring Unit)
Sourcing
Shortlist
& interview
Negotiate the Contract
(Hiring Unit/ Procurement)
Evaluate Offers
(Hiring Unit/ Procurement)
Award Contract
(Procurement)
Manage the
Contract
( Hiring Unit)
Evaluate IC Performance
IC Sourcing
• Normal competitive Process: whole procurement process
• Direct Contracting :
All Individual Consultants/Contractors should be selected through a
competitive process. Under certain circumstances, and subject to proper
justification, it may be appropriate to consider a single applicant as the
sole suitable individual for selection. Justification with 9 conditions is
available in the intra.
• Direct contracts from USD 5,000 but below USD 30,000 require approval
of the CD.
• For direct contracts above $30,000 but below $100,000 require approval
of CAP committee.
• Direct contracts from USD 100,000 or more require RACP/ACP approval.
For further information on direct contracting, please see "Procurement
Methods" POPP
IC Sourcing
• Direct Shopping: less then 5,000 USD
No competitive process necessary, past
performance review and note to the file.
Requires receive financial offer even one
candidate
Type of Contracts
• Simple Individual Contract with specific deliverables
and specific time frame and lump-sum amount of the
consultancy fee.
• Retainer; agree on unit prices and schedule of
activities to be rendered. Represents a firm
commitment from both parts.
• Long Terms Agreement (LTA) : Contract for 2 to 3
years
Incorrect Use
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a) To perform staff functions:
b) As a stop-gap measure, such as filling posts temporarily vacated by a UNDP staff member
on any form of absence or leave;
- Procurement Policy changes:
– Allows, under certain circumstances, ICs to be engaged for up to 3 months as a staff
resource to staff covering temporary absences, a major change that makes the IC more
flexible;
c) When recruitment of a new staff member for an existing position in an office is taking
longer than usual for whatever reason;
d) To fill regular and continuing functions in an office;
e) As a means to re-instate a staff member whose previous post/function has been abolished;
f) As a means of placing a staff member on a short-term probationary period, even if a
competitive selection process has been completed, prior to confirming the staff member’s
appointment to a fixed-term contract or other contract modality;
g) When a post is created on an experimental basis and the office would like to determine
whether the said post and functions should be made a regular post/function in the office
Presentation end here
Some more slides for your references …
Justification of Direct Contracting
• There is no competitive market-place for the
requirement, such as where a monopoly exists,
where prices are fixed by legislation or government
regulation, or where the requirement involves a
proprietary product or service.
• There has been a previous determination or there is
a need to standardize the requirement.
• The proposed procurement contract is the result of
cooperation with other organizations of the United
Nations system, pursuant to Rule 121.02.
Justification of Direct Contracting
• Offers for identical requirements have been
obtained competitively within a reasonable
period and the prices and conditions offered
remain competitive.
• A formal solicitation has not produced
satisfactory results within a reasonable prior
period.
• The proposed procurement contract is to
purchase or lease real property.
Justification of Direct Contracting
• There is a genuine exigency for the
requirement.
• The proposed procurement contract relates to
obtaining services that cannot be objectively
evaluated.
• The Chief Procurement Officer otherwise
determines that a formal solicitation will not
give satisfactory results.
1. Identify the need of the services and make sure whether the IC is the right modality;
2. Develop the Terms of Reference (TOR) for the services required;
3. Atlas Requisitions to ensure the availability of the fund; and assign Sidahmed Abdalla as
buyer in the requisition;
4. The Procurement Notice together with technical TOR should be attached to the requisition.
5. Approval of the request by budget owner and the make sure the E-Req should shows
approved and budget checked valid;
6. Sourcing of the candidates either to advertise the TOR (developed by the requesting unit) or
from the roster /other sources of information;
7. In case of advertising:
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Receive the applications on-line;
Determine the long and short-listing (at least two members) and interview panels (min. of three
members at least one from the hiring unit);
Prepare for the interview (technical questions in advance, inviting candidates);
Conduct the oral interview;
Immediate technical evaluation, scoring the candidates and opening the financial offers;
Issue the evaluation report and obtaining the panelists and senior management’s Signatures;
8. In case of Direct Contracting (DC) get the clearance and waiver signed by the Management;
9. Negotiation the price with the selected candidate;
10. Give the winner the final financial offer;
11. Reference Check and Medical Check-up;
12. Create the Vendor Profile in Atlas –if required-;
13. Issue and sign the contract;
14. Issue the PO;
15. 18. Process the payment by the requesting unit liaising with
Procurement for the PO details;
16. 19. Contract management if require any extension or
contract amendment; and
17. 20. Evaluation IC performance by the Hiring Unit.
General background information on the context of the engagement;
Objectives of the assignment;
Scope of work, which must be consistent with the budget for the works,
and contain a detailed description of the deliverables and activities to be
performed.
The duration of the assignment; duty station and expected places of travel,
if any is required;
Detailed provision of monitoring and progress controls, including reporting
requirements, frequency, format and deadlines;
A clear and unequivocal definition of the final product/s or deliverables
(e.g., survey completed, workshop conducted, data collected, reports
written, etc), timeframe for completion of the deliverables and payment
milestones;
• Approval process required to certify outputs prior to
authorizing payment, payment milestones information if
applicable;
• An unambiguous description of the selection criteria including
required degree of expertise and qualifications such as
specialized knowledge, language needs and experience the
consultant/contractor must fulfill;
• If applicable, a detailed list of all inputs and services which will
be provided to the consultant/contractor by UNDP or, where
applicable, by UNDP’s implementing partners, in order to
perform the contract; and
• Other relevant information.
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