DFID has outsourced procurement of goods to a panel of professional Procurement Agents. In certain countries, termed 'core countries', agents have been granted exclusive rights to all procurement of goods and equipment by DFID or by the host government using DFID Financial Aid. In return for this, the agent is required to maintain an office presence in that country and may additionally receive a management fee where the volume of procurement activity is uncertain. Procurement Agents are required to apply Her Majesty's Government (HMG) procurement policies.
Procurement Agents act on behalf of DFID or the client government who carry the same contracting responsibilities and risks as if the contracts were let directly by themselves.
Procurement agents may be engaged by using a call down contract or 'indent' (essentially a requisition form). Procurement Agent performance is both managed and monitored by Procurement Group (PrG).
Enquiries in connection with any aspect of this service should be addressed to PrG.
DFID aims to ensure that corporate (and not programme) IT goods and equipment are compatible and consistent with existing systems. IT goods and equipment are normally sourced from DFID frameworks. ISD procure all required items in the UK. Overseas offices may be able to obtain better value for money by sourcing low value goods or equipment locally. Local IT administrators and/or Regional Managers will be able to advise overseas offices on compatibility on a case by case basis. All UK purchases and all items above £5,000 for overseas offices are routed through the ServiceDeskISD. There is no need to contact procurement agents when purchasing corporate IT goods or equipment.
1. A completed 'indent' or call down contract carrying the necessary management information for charging purposes and authorisation must be sent to the Procurement Agent to initiate all procurement activity.
2. Single items over £5,000 must be purchased through agents except for corporate IT goods and equipment
3. Where the collective value of a number of small purchases exceeds £25,000 the procurement must be referred to a Procurement Agent or a case made to PrG to buy locally on Value for Money (VfM) grounds.
4. DFID offices without 'core country' status may use any agent from the panel up to a total value of £250,000. Competition between agents is encouraged for contract purchases between £250,000 and £500,000, and mandatory for contract values above £500,000. All procurement in excess of £250,000 must be referred to PrG.
5. Duty of care to suppliers must be considered and addressed at the beginning of the procurement process. Updates should be provided as necessary.
6. For purchases below £5,000 a minimum of 3 quotes should be obtained from suppliers. Details of the quotations obtained and reasons for supplier selection should be recorded on file to demonstrate VfM and to maintain an audit trail.
7. All purchases for IT goods and equipment must be sourced from the UK via the ServiceDeskISD. Overseas Offices may locally procure low value items up to the value of £5,000 with the prior authority of a local IT administrator. All purchases for the following items (whether or not they can be procured locally) must have ISD approval before proceeding:
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