Procurement procedures

Solicitation documents

Solicitation documents for ITBs and RFPs should be requested through the contact given on the relevant procurement notice. Please give the ITB/RFP reference when requesting documents, together with an outline of your ability as a supplier to provide the goods/services.
All queries should be directed to procurement.rw@undp.org
UNDP will not hold itself responsible for delays due to enquiries/correspondence directed elsewhere.

Bidding procedures

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:
1) Delivery by hand – observing the sealed envelope and marking requirements noted in the solicitation documents.
2) 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

3) 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.
Some bids may invite suppliers to a public bid opening. Suppliers are asked 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.
Unsolicited bids will not be considered.

Solicitation procedures

Solicitation procedures for the procurement of goods, services and works.
UNDP Procurement is based on competitive bidding. Depending on the type, complexity, size and value of the project and its procurement elements, commonly used methods of solicitation include:

  • Request for Quotation (RFQ):

The most flexible and least formal method that is applied for procuring goods, services and/or works. RFQs call for a written quotation.
Prices, and other commercial terms and conditions are requested and award is made to the lowest priced technically acceptable offer.
RFQ applies to contracts exceeding the range $2,500 but less than $100,000

  • Invitation to Bid (ITB):

    An ITB is normally used whenever the entity is not required to propose technical approaches to a project activity, or to offer management or supervision of an activity. ITBs are used when the entity is to provide its cost requirements to meet precise specifications sought from UNDP. This is normally the case when UNDP buys goods. It may also apply to civil work contracts and services that can be expressed quantitatively and qualitatively.
    Normally price is the sole determinant in making an award. Where all technical criteria are met, award is made to the lowest bidder.
    ITB applies to contracts exceeding $100,000
  • Request for Proposal (RFP):

    RFP is used when the inputs and/or outputs cannot be quantitatively and qualitatively expressed at the time the invitation is made, as for example consulting or similar services are sought. A RFP may also be used for purchase of complex goods when you are not sure of the functional specifications and wish to seek proposals.
    Price is only one of several factors comprising the evaluation criteria. Award is made to the qualified bidder whose bid substantially conforms to the requirement set forth on the solicitation documents and is evaluated to be the lowest cost to UNDP.
    In some cases, exceptions to competition are being made and direct contracting is used. This usually happens when a Long-Term Agreement (LTA) is in place, either globally (HQ) or locally (at country office level).
    RFP is recommended for all contracts exceeding $100,000. RFPs may also be used for the procurement of goods, civil works or services valued less than $100,000.
  • Local Shopping

For values less than US$2,500, UNDP-Rwanda may engage in Local  Shopping .