1. Introduction

  1.1 Purpose

This Procurement Policy sets out the general principles that shall govern the procurement of goods and services by or on behalf of the International Eurasia Press Fund and establishes a framework for decision-making with respect to such procurement.

The purpose of this Policy is to ensure that the International Eurasia Press Fund obtains the best value for money in the procurement of goods and services, by requiring the application of a clear and consistent approach to procurement that is based on the procurement principles as given below.

  1.2 Scope and Application

This Policy applies to all International Eurasia Press Fund employees, consultants, officers, Board members or agents (collectively referred to as “Covered Individuals”) who are directly or indirectly involved in the procurement of goods and/or services for or on behalf of the International Eurasia Press Fund. The President of IEPF is responsible for ensuring the effective implementation of this Policy

2. Procurement Principles

The procurement of goods and services for or on behalf of the International Eurasia Press Fund shall be conducted in a  manner that is based on the principles set out below. Procurement relations are regulated by the legislation of the Azerbaijan Republic on public procurement, other laws and normative legal acts of the Azerbaijan Republic.

  2.1 Value for money

Procurement shall be conducted with the aim of obtaining value for money (VFM). In determining what represents VFM, due consideration shall be given to factors such as:

• The direct and indirect costs of the goods/services over the whole procurement cycle;
• The quality and fitness for purpose of the goods/services to be procured;
• The proposed supply time-frame for the goods/services;
• The performance history of each prospective supplier and the strategic importance and/or risks of engaging particular suppliers;
• The appropriateness of contracting options (for example, contract extension options)
• The potential risks associated with the procurement of the goods/ services. 

  2.2 Action process

The organization carries out the procurement process with a team of its employees. The accountant and assistant accountant organize activities related to purchases. The accountant Assistant registers the products to be purchased, records the prices that are appropriate for the organization, and the schedule is formalized. The accountant reviews the possible options and presents them to the president of the organization in written and verbal form.

 2.3 Bidding process

If the procurement amount exceeds 5,000 manat, a tender is announced between 3 suppliers. The accountant determines the suppliers in advance and prepares the list. After evaluating them, 3 suppliers are selected and a tender is announced between them. The organization monitors the tender process, makes notes on the process and evaluates the final result. The accountant submits a written report to the President on the results.

  2.4    Efficient and Effective Procurement

Procurement shall be conducted in a manner that maximizes the efficient use of the International Eurasia Press Fund’s resources and ensures that the goods and/or services procured effectively meet the requirements of the users within the International Eurasia Press Fund.

  2.5   Impartiality, Transparency & Accountability

1. Procurement shall be conducted in an impartial, transparent and accountable manner.
2. In ensuring impartiality, potential suppliers of goods and/or services shall be afforded equitable treatment and their offers shall be evaluated based on their legal, technical and financial abilities.
3. In promoting transparency, information relating to procurement process shall be documented in a manner that facilitates appropriate scrutiny of procurement activities, as described in the Procurement Regulations or Procedures.
4. In encouraging accountability, covered Individuals shall be for accountable for their acts with respect to procurement based on the lines of accountability established in the Procurement Regulations.

3. Purchase Authorizations

The Executive Director shall delegate to certain individuals within the International Eurasia Press Fund Secretariat the authority to commit funds to finance the procurement of goods and/ or services in accordance with the thresholds defined in the Procurement Regulations and in accordance with the ‘Accountability Framework’ (to be developed by the Executive Director). Such authority shall be determined based on the estimated value and nature of the goods and/or services to be procured, as well as, where appropriate, the risk of the proposed procurement.

4. Internal Controls

Procurement regulations shall stipulate appropriate internal controls to cover the establishment of supplier contracts.