USAID Procurement Procedures

Definition of Procurement:
Procurement is the process of acquiring goods, supplies and services. It includes:

 Equipment, spare parts & supplies for program activities

 Equipment, office furniture & supplies for project offices
 Construction or Architect /Engineering Services
 Technical assistance by individuals or organization

Procurement Policy Requirements:

USAID eligibility requirements include:

 A written code of conduct preventing and addressing conflict of interest

 Open and free competition
 Price or cost analysis
 Any contract/agreement should include provisions
o Administrative
o Contractual
o Legal remedies
 For contractor violation of terms; and suitable provisions for
termination by the recipient.

Best Practices of USAID Project Recipient's in Procurement:

At a minimum:

 Avoid purchasing unnecessary items/services

 All solicitations should provide for: clear and accurate description, requirements that a
bidder must fulfill; description of technical requirements; specific features
o Remember to compare ‘apples with apples’
 Procurement made with responsible contractors
o Based on best value to organization (if not the lowest price, the reason
must be documented)
 Make procurement documents available to USAID

USAID Procurement Thresholds:

Following are the USAID procurement thresholds:

 $3,000 (micro-purchase threshold): over this transactional amount you must obtain at
least 3 quotations and conduct analysis to justify vendor selection.
  $150,000 (simplified acquisition threshold): requires “full and open competition”. You
must issue solicitation publicly and establish criteria for evaluating submissions

USAID Procurement Documentation Needs:

 Your documentation should tell the “procurement story” without the need for additional
verbal explanation. The procurement story (file) should include:
 Request for Quotations or Request for Proposals (including internet /newspaper
postings) – if required
 Quotations obtained
 Bid analysis
 Evaluation committee outcomes, and justification of vendor selection based on clear
criteria
 Depending on organizational policy, a checklist should be developed to ensure that the
organization is regularly keeping standard documentation
 Approval and/or waiver from USAID (if applicable)
 Approval from organization signatory policy (as applicable)
 GLAA generated , Signed Purchase Order (PO)/Contract/Agreement.
 Confirmation of receipt of item/Signed Property Management Letter (if recipient other
than organization)
 Copy of Vendor’s Invoice (stamped “PAID”)
 Relevant correspondence, memos, e-mails, faxes, records of conversations collected
throughout the procurement process
 Terrorism searches
Tags: 

 USAID
Category: 

 Procurement