Module 8: The Source Selection Process

Procurement Manual

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		Discussions and Negotiations with Vendors

Discussions with vendors before Submission Opening shall normally only take place where the procurement was carried out through a Request for Proposals (RFP). However, circumstances may occur when negotiation with vendors on RFQs or ITBs may be conducted to address crucial issues, such as where delivery or quality requirements necessitate further discussion, or the market structure or practice may so require to further seek additional savings for the Organisation. In the case of an ITB, negotiations shall only take place if it has been determined under Financial Rules 105.15(c) and 105.16(b) that it is in the interest of the Organization.

The following guidelines have been established with regard to conducting discussions with the vendors during the
Source Selection process:

Negotiations with vendors after Submission Opening shall be subject to recommendation

by the HCC and approval by the ASG/OCSS and shall be conducted in accordance with procedures set forth for conducting discussions with the vendors. Such negotiations may be directed to any aspect of the procurement, including price, quantity, the SOW, and the terms of the Contract.

Discussions shall be conducted in accordance with the principle of equality and fair treatment of all vendors.

Generally, such discussions may only be conducted for the purpose of clarifying the requirements in the
solicitation documents or the content of the submission, not to modify the requirements or any other aspect of the solicitation documents or the submission.

In the case of a Sole Source procurement, the Procurement Officer/Assistant shall conduct discussions with the vendor in order to obtain the best terms and conditions for the Organisation.

As a minimum, the Procurement Officer/Assistant assigned to the case and a representative from the Requisitioner shall normally represent the UN in any discussions. In addition, other procurement staff, as well as staff from other offices (e.g., OLA) may attend, when appropriate. The Procurement Officer shall lead the UN team and determine how to conduct the discussions.

The discussion should preferably be conducted on UN premises, either in person or through electronic means, such as telephone or videoconference, provided adequate security and confidentiality of the communication can be ensured.

During the discussion, no information obtained from other vendors shall be divulged to the vendor with whom the discussion is taking place.

All discussions shall be summarized in 'Discussion Notes' to be included in the case file. All clarifications shall be recorded in writing and included in said notes and shall be communicated to all invited vendors.

		Discussions with Vendors
		Negotiation with Vendor After Submission Opening

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