Award procedure

ITC procurement is carried out in accordance with United Nations Financial Rules and Regulations and is based on competitive bidding. Bids are obtained by means of formal tender. There are three types of solicitation documents issued by the ITC Procurement Services (PS) to fulfil a procurement requirement. While all of the documents referred to hereunder contain the necessary information to submit a suitable offer, they will vary in accordance with the nature of the requirement and the estimated monetary value. All solicitation documents normally provide for generic specifications.

1. Request for quotation (RFQ)
An RFQ is an informal invitation to submit a quotation, usually associated with requirements having an estimated procurement value of under USD 40,000. Prices, and other commercial terms and conditions, are requested and award is made to the lowest priced technically acceptable offer.

2. Request for Proposal (RFP)
An RFP is a formal request to submit a proposal, usually associated with requirements for services, which cannot be clearly or concisely defined, with an estimated procurement value of over USD 40,000. Price is only one of several factors comprising the evaluation criteria. Award is made to the qualified bidder whose bid substantially conforms to the requirements set forth on the solicitation documents and is evaluated to be the lowest cost to the UN.

3. Invitation to Bid (ITB)
An ITB is a formal invitation to submit a bid, usually associated with requirements that are clearly and concisely defined, with an estimated procurement value of over USD 40,000. Usually the price is the sole determinant in making an award. Where all technical criteria are met, award is made to the lowest bidder.

Contracts/purchases over USD 40,000 are therefore awarded on the basis of international competitive bidding through Invitations to Bid (ITB) or Requests for Proposals (RFP), unless there are exceptional factors that preclude bidding, such as extreme urgency. Tendering among pre-qualified vendors from the ITC/UNOG Vendor List is the norm; however, very large prospective contracts may be advertised by Requests for Expression of Interests (EOI), through this web site, newspapers, or through specialized publications. Unless otherwise indicated by PS, tenders are to be submitted in writing. Formal Bids/Proposals are opened and recorded at ITC Headquarters by a Committee comprised of representatives from ITC Procurement Services (PS) and representative(s) from other ITC substantive divisions. Unless otherwise indicated in the RFP/ITB, bids are not opened in a public session; bidders are normaly informed in writing by ITC of the outcome of the bidding process.

The main considerations for contract award are: compliance with specifications, price, technical quality and acceptability, and compliance with delivery schedules. Depending on the value of the proposed contract, the final award has to be reviewed by the ITC Committee on Contracts (as from USD 75,000) and approved by the ITC Director, Division of Programme Support.

Information about upcoming requirements is posted on this site under “Major Upcoming Business Opportunity Notices”; interested companies may therefore submit their desire to participate in a particular solicitation. Please also refer to the “Organizational Chart and Contact" heading for relevant contact information.

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