Source Selection Plan template

United Nations / / Nations Unies
SOURCESELECTION PLAN

Requisition Number: [insert number]

Solicitation Number: [insert number]

Date: [insert date]

Drafted by:

______

Procurement Assistant / Officer Date

Cleared by:

______

RequisitionerDate

Approved by:

______

Team Leader / Section ChiefDate

Introduction

This Source Selection Plan provides guidance on the selected solicitation process, establishes organisational responsibilities, defines technical evaluation criteria and procedures for evaluating bids / quotations / proposals received in response to [insert solicitation number] to award a contract for the duration of [insert duration] for [insert description of the goods / services / works required].

This plan:

  1. ensures that each participant has a clear understanding of the sourcing and evaluation process;
  2. ensures impartial, comprehensive and timely evaluation of bids / quotations / proposals to identify vendors whose expertise and capabilities satisfy the requirement;
  3. describes the responsibilities of the members of the Evaluation Committees;
  4. specifies the criteria to be used in the evaluation process, together with the applicable rating / scoring method;
  5. establishes the procedures for conducting the evaluation of bids / quotations / proposals;
  6. provides an official record of the sourcing process.
  1. Definition of the Requirement

1.1Details

a) Requisition number:______

b) Date Received:______

c) Date Required: ______

d) Estimated value: USD ______

e) Requisitioning department:______

1.2Type of requirement: [check the appropriate box]

Goods

Services

Combination of goods and services

Works

1.3Category of requirement

Core requirement (DPKO missions only)

Special requirement

Other (i.e. ‘normal’ requirement)

1.4Local Procurement Authority [Missions and OAH only]

a)Reason for requesting LPA:

Value > delegated authority

Special requirement

Not Applicable

b) Date requested: ______

c) Date received: ______

1.5Specifications / Statement of Work / Terms of Reference

[Insert details or reference and elaborate on the generic nature of the specifications]

______

  1. Sourcing / identification of potential vendors

2.1Sourcing method

Check all that apply:

Expression of Interest (EOI)

Request for Information (RFI)

UNGM database

UNPD vendor database

Internet research

other, ______(please specify)

Reason for not posting Request for Expression of Interest (if applicable):

______

2.2Request for Expression of Interest (EOI)

a.Date Posted ______Date Closed ______

b.Copy of EOI in file: Yes / No

c.Number of responses received: ______

d.Justification for inclusion / exclusion of Vendors:

______

2.3Potential Vendors

Number of vendors invited:______

Number of countries:______

Vendors by Country of origin:

  • Developed Countries: ______
  • Developing Countries and Countries with Economies in Transition: ___
  1. Solicitation Document Type

RFQ

ITB

RFP

3.1Justification for type of solicitation

Estimated value:

< US$ 40,000

US$ 40,000 – US$ 200,000

> US$ 200,000

Complexity:

Standard deliverables with generic and firm specifications (clearly defined or continuouslyused deliverables)

Statement of Work or Specificationsof deliverables cannot be clearly quantitatively or qualitatively expressed in sufficient detail

Outsourcing of non-core activities and services

Complex goods using a functional specification

Other:______(please specify)

Other comments (risk, compliance, etc.): [relevant to the selection of type of solicitation]

______

  1. Basis of award

Lowest acceptable / substantially conforming bid (FRR 105.15 (a))

Most responsive proposal considering all factors (FRR 105.15 (b))

Other: ______(please specify)

  1. Contract

5.1Type of Contractual Instrument

Purchase Order

Blanket Purchase Order

Written Contract (customized based on Model Contract – see below)

Systems Contract

Institutional Contract Agreement (ICA)

Letter of Assist (LOA)

Inter-Agency Agreement

Model Contract to be used: ______

5.2Contract duration:

One time purchase

Short Term Agreement (< 1 year):______(please specify)

Long Term Agreement (> 1 year):______(please specify)

other, ______(please specify)

5.3Contract General Conditions

UNGeneral Conditions for Goods

UN General Conditions for Services

UN General Conditions for Goods and Services

UN General Conditions for de minimis Mission Contracts

UN General Conditions for Air charter agreements

Other: ______

  1. Planning / Procurement Activity Schedule

[Example events listed below- add or delete as required]

EventStart DateEnd Date

EOI posted[Insert Date][Insert Date]

Finalization of Requirement (SOW) [Insert Date][Insert Date]

Solicitation (RFQ/ITB/RFP) issued[Insert Date][Insert Date]

Submissions due from vendors / closing date[Insert Date][Insert Date]

Technical Evaluation[Insert Date][Insert Date]

Commercial Evaluation[Insert Date][Insert Date]

Best and Final Offer (BAFO)/Negotiations[Insert Date][Insert Date]

Recommendation of Award / HCC presentation[Insert Date][Insert Date]

HCC Meeting[Insert Date][Insert Date]

Contract Negotiations with vendor (if applicable)[Insert Date][Insert Date]

Notification of Award[Insert Date][Insert Date]

Contract Award [Insert Date][Insert Date]

  1. Evaluation Committee
  • Commercial Evaluation Team / Procurement Officer:

______

  • Technical Evaluation Team / Requisitioner:

______

______

  1. Evaluation Process

Provide details of technical and commercial evaluation process

  1. Evaluation Criteria

9.1Commercial Evaluation Criteria

Insert detailed commercial evaluation criteria, e.g.:

  • Price
  • Total Cost of Ownership components:
  • Delivery costs
  • Maintenance cost and spare parts
  • Supplies or additional operating costs, e.g. use of toner
  • Upgrades, support
  • Storage costs / warehousing
  • Insurance costs
  • Disposal costs
  • Acceptance of UN General Conditions

9.2Technical Evaluation Criteria

Insert detailed technical evaluation criteria, e.g.:

  • Technical merits of the goods, services or works being offered
  • Compliance with the specifications, SOW, TOR
  • Quality of the product / service being provided
  • Timeliness of the supplier’s ability to deliver
  • Relevant methods of assuring quality
  • Compliance with international standards
  • Competency, reliability and past performance of supplier

9.3Minimum requirements

Insert details of,and justification for, minimum requirements and pass/fail criteria and minimum score for technical qualification.

9.4Weighting

Insert weighting criteria, if applicable, and justification.

Example: Commercial 40%

Technical 60%

  1. Scoring / Rating system

Insert details of,and justification for, scoring/ rating system.

  1. Risk Factors

Insert details of risk factors to be considered during the evaluation and justification for mitigation of risks.

Example:Logistical risks / risk of supply

Political risks

Financial risks

Currency risks

Legal risks

Other

  1. Negotiations / Negotiations Strategy

In exceptional cases Negotiations may be required before the conclusion of a Contract. Negotiations with Vendors after Submission Opening are subject to recommendation by the HCC and approval by the ASG/OCSS.

In case negotiations will be part of the Selection Process, a Negotiation Strategy shall be drafted prior to the negotiations taking place and must be included in the Procurement Case File.

  1. Performance Indicators

Performance indicators can be included to ensure future vendor performance and contract management.

Provide a list of Key Performance Indicators (KPIs) here.

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