Very Small-Value Procurement
Under World Bank/IDA
Small Grants, Loans and Credits
Zagreb
Regional Procurement Training
Feb. 27 – March 3, 2006
Very Small-Value Procurement
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For a specific project, only those methods
and procedures which are considered
appropriate for the project are included (or
referred to) in the loan/credit or grant
agreement.
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Very Small-Value Procurement
Manual Structure
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Instructions:
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Part I - small value procurement below $10,000
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Part II - small value procurement above $10,000.
Attachments - sample forms of
ITQs,
 RFP,
 Evaluation Reports,
 Contracts
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Part I. Small Value Procurement
Below $10,000
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Operating Manual
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Register (List) of Potential Suppliers,
Contractors and Consultants
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referred to in the Loan/Grant Agreement
meeting simple benchmark requirements – turnover, staff,
references
Unit Price Reference Register
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to be updated every 6 months
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Part I. Small Value Procurement
Below $10,000
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Comparison of Prices for goods
Comparison of Prices for works
Selection of consultants
Direct Contracting or Sole Sourcing
Financing “Operating Costs”
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Part I. Small Value Procurement
Below $10,000
Direct Contracting or Sole Sourcing
if provided in the Loan/Credit/Grant Agreement
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Procurement of proprietary items, such as licensed
materials,
Required items available only from the manufacturer,
Extension of an existing works contract for additional works
(up to 20% of the original contract value),
There is only one supplier, contractor or consultant in the
grant-funded project area and in the neighboring areas,
The justification of this method must be documented and
kept on file
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Part II. Small Value Procurement
Above $10,000
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Shopping for Goods
Shopping for Works
Selection of a firm based on Consultant’s
Qualification (CQ)
Selection of Individual Consultant
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Shopping
for Goods (SG) and Works (SW)
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Clause 3.5 of the Red Guidelines Shopping:
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Price quotations obtained from several (min. 3) suppliers /
contractors, to assure competitive prices.
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Readily available off-the shelf goods or standard specification
commodities of small value, or simple civil works of small value.
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Requests for quotations shall indicate the description and
quantity of the goods or specifications of works, as well as
desired delivery (or completion) time and place.
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Quotations may be submitted by letter, facsimile or by electronic
means.
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The evaluation of quotations shall follow the same principles as
of open bidding. The terms of the accepted offer shall be
incorporated in a purchase order or brief contract.
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Bank often verifies if quotations are legitimate.
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Shopping for Goods
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Invitation to Quote (ITQ)
Form of Contract
Form of Quotation
Evaluation Form
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Shopping For Works
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Invitation To Quote (ITQ)
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Section 1 – Specifications
Section 2 – Bill of Quantities/Priced Activity Schedule
Section 3 – Drawings
Form of Contract
Form of Quotation
Evaluation Form
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Selection Based on Consultant’s
Qualifications (CQ)
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Clause 3.7 of the Green Guidelines
Shopping
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For small assignments for which the need for preparing
and evaluating competitive proposals is not justified.
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Select from short list the firm with the most appropriate
qualifications and references
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The selected firm should be asked to submit a combined
technical-financial proposal and then be invited to
negotiate the contract
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The Borrower shall publish in UNDB and dgMarket the
name of the consultant to which the contract was
awarded (may be done quarterly in a summarized table)
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Selection Based on Consultant’s
Qualifications (CQ)
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Sample Format for Request of
Expressions of Interest
Evaluation Report on Qualifications and
Experience of Consultants
Request for Proposals (RFP)
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Request for Proposals (RFP)
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Request for Proposals
Technical Proposal Submission Form
Entity’s References
 Relevant Services Carried Out in the
Last Three Years that Best Illustrate
Qualifications
 Sample Format of Curriculum Vitae (CV)
Cost Estimate of Services and Schedule of
Rates
Terms of Reference (TORs)
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Terms of Reference (TORs)
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Background information on the project
Objective/s of the assignment
Scope of Work
Expected Outcomes
Qualification requirements and basis for
evaluation (evaluation criteria)
Duration of the assignment and estimated time
input
Reporting requirements
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Selection of Individual Consultant
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Sample Format of CV
Evaluation Report
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Sample Contract for Simple
Consulting Services
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Small Assignments Time-Based Payments
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Annex A:Terms of Reference and Scope of Services
Annex B:Consultant’s Reporting Obligations
Annex C: Cost Estimate of Services, List of Personnel and
Schedule of Rates
Small Assignments Lump-Sum Payments
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Annex A:Terms of Reference and Scope of Services
Annex B:Consultant’s Personnel
Annex C:Consultant’s Reporting Obligations
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