COPAK PROCUREMENT REQUEST STEP-BY-STEP GUIDE (V 3.

0)
The following presents a step-by-step overview of the process for a procurement request at COPAK.
A procurement case begins with the relevant PMO initiating a Procurement Requisition Form, based on the considerations of requirement and suitability of the requested goods/services (G/S). The case's relevance to the agreed work-plan is ensured at the time of the request with the Sub-Programme (SP) Advisor.

Step 1

Step 2

The relevant OFO ensures the availability of funds within the SP budget.

Step 3

The procurement case arrives to the PMO. If the case is approved, associated documentation is forwarded to the Procurement Officer. If the case is unapproved, documentation is returned to the PMO for amendments. The Procurement Officer determines the particular method of procurement based on the value and type of the request: a) A Request for Quotation (RFQ) is issued for a value between $2,500 USD and 100,000 USD. b) An Invitation to Bid (ITB) is issued for a value of $100,000 USD or above. c) A Request for Proposals (RFP) is usually issued for services valued at $100,000 USD or more. d) A Long Term Agreement (LTA) is issued in the case of direct contracting, for example with UNOPS.

Step 4

Step 5

An internal Evaluation Committee is constituted on a case-by-case basis to assess all quotations, bids or proposals. An Evaluation Report is subsequently compiled.

Step 6

The case is then forwarded to the appropriate procurement approval committee: a) For procurements of less than $30,000 USD, approval from the COPAK Procurement Committee is required. If the case is approved, the Commitee issues a Case Approval Form. b) For procurements between $30,000 USD and $100,000 USD, approval from the Contract, Assets and Procurement (CAP) Committee of UNDP is required. All documentation is reviewed by the PM Associate and certified by the Representative before forwarding the case to the CAP Committee. c) For procurements of over $100,000 USD approval from the Regional Advisory Committee on Procuremetns (RACP) in Bangkok is required. All documentation is reviewed by the PM Associate and certified by the Representative before forwarding the case to the RACP Committee. If a case falls within the purview of the COPAK Procurement Committee, the Procurement Officer issues a purchase order/contract following its approval. All case documentation is then reviewed by the OFO and certified by the Representative/OIC. If a case requires approval from either the CAP or RACP Committee, the Procurement Officer is responsible for following up and responding to any queries. Following approval from either the CAP or RACP Committee, the Procurement Officer issues a work order/contract for the case. All documentation is reviewed by the PM Associate and certified by the Representative/OIC.

Step 7

Step 8

The Procurement Officer delivers the G/S to the PMO of the request and obtains a Goods/Services Receipt Form.