Frequently Asked Questions

Supplier identification and selection

1. How does UNDP-Rwanda identify potential suppliers/service-providers?
Potential suppliers are identified through a number of means, including:
Companies registered in the UNGM database; Companies that have submitted formal tender for any Procurement Notices published;Companies that are short-listed through submission of Expression of Interest and are listed on the local vendor database;Accumulated knowledge of markets through past performances;
Internet searches; Research through UN missions, chambers of commerce, professional associations, commercial catalogues etc.

2. How does UNDP-Rwanda publish business opportunities?
Business Opportunities are published and updated on the UNDP-Rwanda website as Procurement Notices. Please click on the link ‘Procurement Notices' for more details.

Notices for local procurement are published in the local newspapers (both English and Kinyarwanda editions). For international procurement the Notices are published in regional and international newspapers and journals such as Jeune Afrique or The Economist and also posted on the UNGM website and UNDP Procurement website. (Please click on ‘related links' to find more on the website addresses).

3. What is an Expression of Interest?
An Expression of Interest (EOI) is a written communication by a supplier providing information of its products, resources, qualifications and experience. The submission of an expression of interest does not necessarily result in the inclusion of a supplier on a short-list for any given procurement action. However, the submission of an Expression of Interest increases the chances of being short-listed. UNDP-Rwanda publishes EOI in the local newspapers and on UNDP-Rwanda website on an annual basis to create and update the local vendor database.

4. What is United Nations Global Marketplace (UNGM)? What are the benefits of registration with UNGM?
United Nations Global Marketplace is the main supplier database of 15 UN organisations and UNDP is proud to be a partner of UNGM. Registration can be done on-line by visiting the website: www.ungm.org .
Registration with UNGM means that your company is formally recorded in the database of potential suppliers for a specified commodity or service. UNDP-Rwanda regularly searches the UNGM database to identify potential suppliers; registration will improve your opportunities for consideration.

5. What is the local vendor database for UNDP-Rwanda? How to get registered in the vendor database?
UNDP-Rwanda maintains a database for local suppliers. The call for Expression of Interest is published in the local newspapers on an annual basis. Suppliers are encouraged to make submission in response to this call. Potential supplier may also fill in the vendor registration form and submit it to Procurement unit along with all required documents and information.

The suppliers/vendors are then assessed to pre-qualify the suppliers for future procurement action. UNDP-Procurement unit may also conduct a background check to determine whether a supplier is considered “qualified/responsible” (i.e. the entity is legally established, financially solvent, and has a good standing in the business community).
Inclusion in the vendor database does not guarantee that a company will be invited to each tender issued by UNDP-Rwanda within the specified area.
UNDP-Rwanda also reserves the right to delete a supplier from its database in the event of poor performance or non-competitive offers.

6. And how can consultants get enlisted in the CV Roster for UNDP-Rwanda?
UNDP-Rwanda maintains a CV roster for international and national consultants. The Roster is updated annually in the beginning of each calendar year.
Interested consultants may send their CVs along with a motivation letter to procurement.rw@undp.org to be included in or removed from the CV roster for consultants. Inclusion in the CV roster is not a guarantee to be considered for any consultancy with UNDP-Rwanda.

7. What is a Vendor Profile form?
Any payments made by UNDP-Rwanda will be done by Electronic Fund Transfer (EFT). To this end, correct bank information needs to be correctly set-up in the UNDP system.
All suppliers/service-providers need to fill in the vendor profile form before any payments can be received from UNDP-Rwanda.

8. Do firms need to have a representative in Rwanda to do business with UNDP- Rwanda?
No. The firms need not have a representative in Rwanda . Although for the procurement of goods that require after-sales services or spare parts, UNDP-Rwanda prefers to do business with locally established suppliers.

Bids, awards and procurement notices

1. What are the methods of procurement?
UNDP procurement is based on competitive bidding with a minimum of three suppliers to bid. Bids are obtained by means of formal tender. Depending on the nature of the requirement, size and the value of the goods/works/services to be procured, the solicitation is issued in the form of a Request for Quotation (RFQ), Request for Proposal or an Invitation to Bid.

2. What are the principles of UNDP procurement?

  • Best value for money
  • Fairness, Integrity and Transparency
  • Effective Competition
  • Interest to UNDP (economy, efficiency, equal opportunity to compete, transparency in the procurement process).

3. Where can the information on requests for bids/proposals be found?
Information on business opportunities with UNDP-Rwanda can be found on this website by visiting Procurement Notices. Information on international procurement for UNDP-Rwanda can be found on UNGM website www.ungm.org or Development Business (a publication that lists projects by the UN and its sister agencies – World Bank, Asian Development Bank, African Development Bank etc.) at www.devbusiness.com .
Business opportunities that exceeds a total value of USD 100, 000 can be found on UNDP Global Procurement Site: http://procurement-notices-admin.undp.org/

4 . Is it necessary to attend the Bid Opening in order to get some information on the offered prices?
Bids obtained pursuant to RFP and RFQ are opened by the Evaluation Committee and hence it is not a public opening.
Bids obtained pursuant to an ITB would be opened publicly at the time and location specified in the ITB. Firms that have submitted bids may attend the bid opening session. Suppliers need to be present at least half an hour before the scheduled bid submission closing. Any supplier arriving after this time will not be permitted to attend.

5. Submission of bids
All submissions for ITBs or RFPs should be submitted by the closing date and time indicated on the solicitation documents by one of three methods outlined below:

a) Delivery by hand – observing the sealed envelope and marking requirements noted in the solicitation documents.
b) Courier service – observing the sealed envelope and marking requirements noted in the solicitation documents.
Delivery address:
Registry Unit
UNDP Rwanda
P.O. Box 445
12 Avenue de l'Armée
Kigali , Rwanda
Attn: Procurement Officer

c) To our secure email address: offers.rw@undp.org Please Note: Any offers sent to the private email addresses of any procurement staff will be automatically disqualified.

6 . How does the award of contracts take place?
Before awarding the contract, any Contract/Purchase Orders that has a value exceeding USD 30,000 need to be reviewed by the Contracts and Asset Procurement (CAP) committee at the Country Office. Contract/Purchase Order exceeding USD 100,000 need to be reviewed by the approving authority in New York – Assets and Contracting Committee (ACP).

Contracts and purchase orders

1. What trade terms are used for UNDP-Rwanda contracts and purchase orders for goods?
UNDP contracts and purchase orders for goods are subject to the INCOTERMS (2000) specified in the relevant document. INCOTERMS (2000) are internationally accepted commercial terms defining the roles of buyer and seller in transportation, delivery and ownership.

2. Does UNDP- Rwanda require performance guarantee?
UNDP may require a successful contractor to furnish performance bonds in the standard format or similar forms of guarantees. The amount of performance bonds/guarantees will vary depending on the nature of the requirements. For example, in case of construction contracts, UNDP calls for performance bonds and labour and materials bonds in sums equal to the total contract price. The United Nations may also include a liquidated damages clause in its contractual documents in case adherence to the schedule of delivery of goods or performance of contractual services is critical to meet the requirements of the UNDP.

3. How are commercial disputes between companies and UNDP resolved?
For initial disputes, claims or complaints, suppliers should first contact the UNDP-Rwanda Procurement staff member in charge of the procurement action in which they participated. Dispute may also be referred to the Resident Representative of UNDP-Rwanda and may be settled through negotiation. Any dispute no settled may be through arbitration and negotiation in line with the UNCITRAL Arbitration Rules, which can be found at www.uncitral.org .

4. What are UNDP-Rwanda's Conditions of Contract?
Suppliers doing business with UNDP-Rwanda must accept the general conditions that apply to all contracts and purchase orders. For details see the links we provide under Conditions of Contract.

5. What are the payment terms?
UNDP payment terms are normally net 30 days upon receipt of invoice and delivery of goods or performance of contractual services, whichever is later. UNDP does not issue letters of credit.

Others

1. What does ‘Green Procurement' stand for?
It is UNDP's policy to manage its business in an environmentally responsible manner. Environmental responsibility is part of “sustainable” or “green” procurement and includes the selection of goods and services that minimise environmental impacts. UNDP “green” procurement promotes the four ‘R' strategies:

  1. re-think the requirements to reduce environmental impact;
  2. reduce material consumption;
  3. recycle materials/waste; and
  4. reduce energy consumption.

2. Are UNDP purchases tax/duty free?
As an inter-governmental organisation, the UN is exempt from payment of taxes and duties for its purchases.
In Rwanda , due to the Government of Rwanda tax regulations, UNDP pays the Value Added Tax (VAT) charges to the suppliers of goods registered in Rwanda (except for EDP items) but obtains reimbursement from the Rwanda Revenue Authority (RRA) of all payments made against VAT charges.
Hence, it is advisable that all suppliers of goods duly registered in Rwanda to add the VAT charges as a separate line in their invoices to enable UNDP to make the claim of reimbursement.