Slides

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Monitoring and Evaluation in Humanitarian Aid
Quality Procedures PROJECT STRAND 1 Training
and Capacity Building
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ANNEX V

• Defines the procedure to follow for contracts for
  the purchase of services, supplies and work. The
  types of purchasing procedures to follow are
  divided in relation to
• Types of contracts (services, supplies and
  work)
• Value of purchasing contracts for each type of
  contract (services, supplies and work)

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ANNEX V
The Annex is organized as follows
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ANNEX V
Contracts for supply, works and services have the
following characteristics
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ANNEX V
ATTENTION

• A contract which covers both the supplying of
  products and services shall be considered a
  service contract whenever the value of the
  services exceeds that of the products included in
  the contract.
• The same principle shall apply to define the
  procedure to be followed in other hybrid
  contracts.

• In the presentation of a project the NGO shall
  specify in ANNEX I how it intends to follow
  the purchasing procedure. Purchasing procedures
  implemented by the NGO beyond the contracting
  procedures will be assessed in the audit.

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ANNEX V
FORMS OF PROCUREMENT PROCEDURES
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Form Action Notes
Open Procedure International or local publication of the tender notice and call for expressions of interest (open to all potential economic operators) Tender procedures may be international or local. Call of interest shall be open and shall specify at least rules governing the lodging/submission and presentation of tenders, exclusion, selection award criteria and set out in technical specifications.
Restricted procedure (1a) Call for expressions of interest (1b) Publication of contract notice Invitation to tender (open to all who satisfy selection criteria) Selection of candidates (from list or those who answered the contract notice) Procedure may be international or local. Only those candidates satisfying selection criteria and invited may submit a tender. The number of candidates invited to submit a tender may not be less than 4 (number shall be sufficient to ensure genuine competition.
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Form Action Notes
Negotiated Procedure Simultaneous invitation and in writing by authorities to tenders to negotiate terms of contract Number of candidates shall not be less than 4 (number shall be sufficient to ensure genuine competition)
Single quote 1 estimate gathering (a) in primary emergencies or emergency operations (cfr. anche ANNEX V, cap. 5.1.). The NGO must be able to present reasons that prevented larger consultation (b) whenever no tenders have been submitted in response to an open, restricted or negotiated procedure after initial procedure has been completed, provided original terms have not been altered (c) whenever for technical reasons, or reasons connected with the protection of exclusive rights the contract can be awarded only to 1 particular economic operator (d) for additional contracts consisting in repetition/renewal of services, works, or supplies (e) for additional works services not included in the original contract due to unforeseen circumstances and necessary for the performance of the contract (f) for property contracts after prospecting the local markets (g) whenever orders are placed with a humanitarian procurement centre (i) for contracts of a value lt 5,000
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ANNEX V
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ANNEX V
ATTENTION

• The classification of all supplies as
  non-dedicated commodities or dedicated supplies
  shall be made keeping in mind the context in
  which the project is carried out. The
  availability of goods in the country of the
  operation for example, may be considered in order
  to classify a certain type of goods as dedicated
  supplies when it must be imported.

• The NGO shall always concord with the commission
  which products are to be considered as dedicated
  supplies in a given project.

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ANNEX V
Supplies subject to international quality
standards
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SERVICES SUPPLIES WORKS
X 200,000  Restricted international procedure Suppliers invited from a min. of 4 to a max of 8 suppliers  X 150,000 Open international procedure X 5,000,000 Open international procedure  
30,000 X lt 150.000 A) Nondedicated commodities  Open local procedure  B) Dedicated supplies Restricted international procedure Suppliers invited from a min. of 4 to a max of 8 suppliers 300,000 X lt 5,000,000   Open local procedure
5,000 X lt 200,000 Negotiated procedure Suppliers invited min. 4 suppliers Nondedicated commodities 5,000 X lt 30,000 Negotiated procedure Suppliers invited min. 4 5,000 X lt 300,000 Negotiated procedure Suppliers invited min. 4
X lt 5,000   Only 1 offer A) Nondedicated commodities X lt 5,000   Only 1 offer B) Dedicated supplies X lt 30,000 Only 1 offer X lt 5,000   Only 1 offer
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