Procurement Policy

This policy applies to procurement funded by AFRDA, donors or partners, including programme inputs, field supplies, training, travel, ICT, printing, office goods, professional services, works, consultancy assignments and materials for demonstration, restoration and community activities.

• Value for money. Decisions consider quality, price, fitness for purpose, delivery, reliability, risk, sustainability and total cost, not price alone.
• Fair competition. Qualified suppliers receive a fair opportunity except where a documented emergency, sole-source justification, framework arrangement or donor condition applies.
• Transparency and traceability. Requirements, evaluation criteria, decisions and approvals are documented at a level proportionate to value and risk.
• Integrity. Bribery, kickbacks, collusion, favouritism, bid manipulation, false quotations and undisclosed conflicts of interest are prohibited.
• Accountability. Purchases must respond to an authorised need, approved budget and applicable donor conditions.
• Sustainability. Environmental and social performance, labour practices, community impact and responsible disposal may form part of selection and contract requirements.
• Confidentiality. AFRDA protects bids, personal information and legitimate commercial information while maintaining appropriate accountability.

Depending on value, complexity, urgency and donor requirements, AFRDA may use written quotations, competitive requests, invitations to bid, requests for proposals, prequalified or framework suppliers, or an appropriately justified exceptional method. Public opportunities should state the requirement, eligibility criteria, evaluation approach, submission instructions, deadline and contact point.

• Suppliers must be legally able to provide the offered goods or services and submit truthful registration, tax, identity, licence, experience or other documents requested for the procurement.
• AFRDA may assess experience, technical ability, financial capacity, references, safeguarding suitability, ethical conduct, environmental performance and sanctions or exclusion risks.
• Suppliers must not engage in fraud, corruption, serious labour abuse, exploitation, safeguarding violations or serious environmental harm.
• Suppliers working with communities, children or vulnerable groups may be required to sign safeguarding, privacy and conduct commitments.
• A supplier may not use AFRDA’s name, logo or imply partnership without written permission.

• Evaluation criteria are established before offers are reviewed and are applied consistently.
• Criteria may include mandatory compliance, technical quality, experience, methodology, delivery, price, after-sales support, ethical record, environmental and social factors and donor requirements.
• The lowest price does not automatically win where quality, risk, capacity or suitability is inadequate.
• Evaluation participants disclose conflicts of interest and may be removed from the process where independence is affected.
• Clarifications and negotiations, where permitted, are conducted fairly and documented.
• Unsuccessful suppliers may be informed of the outcome, but AFRDA will not disclose another bidder’s confidential or commercially sensitive information.

• Offering gifts, commissions, kickbacks, employment, discounts or personal benefits to influence a decision.
• Colluding with other bidders, submitting connected quotations as false competition or sharing prices improperly.
• Providing forged, misleading or materially incomplete documents.
• Attempting to obtain confidential bid information or influence staff, Board members, partners or community representatives improperly.
• Undisclosed conflicts of interest or related-party relationships.
• Charging for undelivered, defective, unauthorised or falsely described goods, services or works.
• Retaliating against a person who reports a procurement concern.

Consultants and technical experts are selected against clear terms of reference and relevant experience. Engagement documents should identify deliverables, timing, fees, ownership and permitted use of outputs, confidentiality, privacy, safeguarding, reporting and acceptance arrangements. Payments are normally linked to satisfactory deliverables or other documented contract milestones.

• AFRDA may consider capable local suppliers, durable and repairable goods, reduced packaging, energy efficiency, waste reduction and responsible disposal where practical.
• Local sourcing does not override fair competition, quality, safeguarding, donor or conflict-of-interest requirements.
• Procurement should not exploit local communities, distort relationships, undermine livelihoods or cause unacceptable environmental harm.

Suppliers are expected to deliver the agreed quality, quantity, timing, documentation and ethical standards. AFRDA may inspect goods, review deliverables, request correction, withhold acceptance, apply contractual remedies or end an arrangement where requirements are not met. Suspected fraud, safeguarding concerns and serious breaches may be escalated to donors or competent authorities where appropriate.

A supplier should raise a concern promptly and provide the procurement reference, relevant facts and supporting information. AFRDA will review concerns fairly and protect legitimate confidentiality. Raising a genuine concern will not, by itself, disadvantage a supplier in future opportunities.

Subject to the solicitation, donor conditions and applicable law, AFRDA may amend or cancel a procurement, reject any or all offers, seek clarification, conduct due diligence or decide not to award. AFRDA is not responsible for a bidder’s preparation costs unless expressly agreed in writing.