Procurement Guidelines

ANNEX for COLOMBIA

0 | ZOA | Procurement Guidelines – Annex ZOA Country Colombia - Version date: 03-22-2022 | Status: Draft
 Document Procurement guidelines – Annex for ZOA Colombia
name:
File name soft copy: ZOA Procurement guidelines Annex for ZOA Colombia

Version: 1.0
Version date: March 22, 2022
Owner: Betssy Quintero (MoO)
Status:
Approved by: Mike Boomer
Date approved:
Effective date:

TABLE OF CONTENTS

1 INTRODUCTION (ADDITION TO CHAPTER 1 IN GPG)

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 1.1 Introduction to the procurement guidelines for ZOA Colombia
1.2 Date and effectiveness
1.3 Overall Procurement Process for ZOA Colombia

2 POLICIES OF PROCUREMENT IN ZOA YEMEN

2.1 Different Roles and Segregation of Duties (In addition to 2.4 in GPG)
2.2 Procurement Authorization and threshold levels for budgeted costs
2.3 Procurement process thresholds (in USD)
2.4 Additional guidelines
2.5 Procurement planning (p 20 GPG)
2.6 Overview - Thresholds for procurement process / Required Documentation
6
2.7 Local procurement
2.8 Direct purchase without PR through petty cash system

3 SUPPLIERS
3.1 Establishing supplier database (In addition to 3.1 and 3.2 in GPG)
3.2 Anti-terrorism vetting and Risk level (In addition to 3.3 in GPG)

GPG = General Procurement Guidelines

Each section indicates if, and to which part of the general ZOA Procurement Guidelines the links to.

Document change overview

Title document Date last Main change(s) conducted
amended

V1 01/04/2022 First Procurement Guidelines Annex

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1. INTRODUCTION
In the execution of its mandate, ZOA’s primary service is to implement projects in the Humanitarian
Sector. Our aim is to be good stewards of the funds entrusted to us, using them in the most effective
way in line with our mandate, while taking into account the complex and difficult contexts we are
working in. For this purpose, ZOA developed Procurement Guidelines. However, as the context is
different in each country we are working in, each country can have an amendment to the
procurement guidelines. This document is the Annex for ZOA Colombia.

The main differences in roles compared to what is described in the general ZOA Procurement Guidelines are:

 Some of the thresholds for the procurement procedures are set at a lower level for Colombia.

1.1 Date and effectiveness

These guidelines become effective as of 1 st of April 2022. They supersede all previous procedures related to
procurement matters and must be read in conjunction with general ZOA Procurement Guidelines and other
ZOA documentation, such as the Accounting and Finance Manual.

For any procurement done at or via HQ on behalf of the Colombia program, the ZOA HQ Global Procurement
guidelines are applicable.

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 1.2 Overall Procurement Process for ZOA Colombia

1 WHAT DO WE NEED TO BUY?

PURCHASE REQUEST
FORM (PRF)

WHICH ACQUISITION METHOD IS

2 NEEDED?
3,600,000 - 17,500,000 COP
< 3,600,000 COP 3 COTIZACIONES 17,500,000 – 360,000,000 COP 360,000,000 COP >
COMPRA DIRECTA Aprobado y firmado por representante de PROCEDIMIENTO NEGOCIADO
Aprobado y firmado por gerente de línea país <36,000,000 firmado por RP
>36,000,000 firmado por ZOA HQ

CONSULTA LISTA DE PROVEEDORES QUOTATION SOLICITUD DE QUOTATION CONSULTA CON REPRESENTANTE

PREFERIDOS PRF ANALYSIS
MATRIX
PRESUPUEST ANALYSIS
MATRIX
DE PAIS
O

ELIGE PROVEEDOR POR COMITÉ DE

ELIGE PROVEEDOR ELIGE PROVEEDOR
ADQUICIÓN

FORMULARIO FORMULARIO CONTRATO

DE PEDIDO DE PEDIDO PROVEEDOR

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 3 COMO PAGAMOS?

CADA MANERA DE PAGO TIENE SU COSTO. CUIDADO CON PROVEEDORES QUE COBRAN EXTRA POR PAGO CON TARJETA. SI EN LA SOLICITUD DE
COMPRA HAY QUE COMPRAR EN DIFFERENTES TIENDAS CON DIFFERENTES FORMAS DE PAGAR: HAGA UNA COPIA DE TODO LOS DOCUMENTOS
Y CON UN MARCADOR MARCAS EN LA SOLICITUD DE COMPRA QUE HAS COMPRADO CON ESE FORMA DE PAGO. POR CADA FORMA DE PAGAR
NECESITAMOS LOS DOCUMENTOS DE SOPORTE.

TRANSFERENCIA BANCARIA/ PSI CON TARJETA EFECTIVO

AVISANOS 3 DIAS ADELANTADO

PARA PROGRAMAR LA VISITA AL NECESITAMOS UN PAGO ADELANTADO?
DETALLES PROVEEDOR CON DEPARTAMENTO AVISANOS 3 DIAS ADELANTADO
BANCARIOS DE FINANZAS Y ADMINISTRACIÓN PARA TENER EL ADELANTADO EN
CAJA MENOR
AVISANOS 5 DIAS ADELANTADO
PARA PROGRAMAR EL PAGO ENTREGAR TODOS LOS DOCUMENTOS DE
ADQUICION A DEPARTAMENTO DE SOLICITUD DE
FINANZAS PARA QUE PUEDAN SOLICITAR PAGO
UNA CITA PARA PAGAR LAS ADELANTADO
COTIZACIONES
HACER LA COMPRA

ENTREGAR TODOS LOS DOCUMENTOS DE

ADQUICION A DEPARTAMENTO DE PLANTILLA DE
FINANZAS PARA QUE PUEDAN SOLICITAR LIQUIDACION
LA TRANSFERENCIA
- TENGA TODOS LOS RECIBOS / FACTURAS
ORGANIZADOS (Y PEGADOS EN HOJAS A4)
- DECLARACIONES CADA VIERNES O ULTIMO DIA
DEL MES / PAGOS ADELANTADOS NUEVOS SOLO
CUANDO ESTA LIQUIDADO ULTIMO PAGO
ADELANTADO
- ENTREGAR TODO A DEP. DE FINANZAS

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 Policies of Procurement in ZOA Colombia

Different Roles and Segregation of Duties (In addition to 2.4 in GPG)

Overview roles and responsibilities

Position Responsibility

Manager of Operations  Overall responsibility for implementation of ZOA procurement

guidelines
 Develops and takes initiative to adjust guidelines when context
requires this
 Provide advice on donor guidelines and compliance
 Provides advice on the procurement procedures
 Provides advice and reviews waivers
 Authorizes procurement documentation for relevant budgets (such as
budgets for country office)
 Reviews (complex) supplier contracts

Program Manager/ budget  Authorises any purchase based on procurement plan, work plan and/
holder (p 26) or donor activity / budget plan
 Reviews tender documents
 Reviews QAM and approves decision
 Reviews draft contract
 Signs procurement documents within authorisation threshold
Country Director  Authorises any purchase based on procurement plan, work plan and/
or donor activity / budget plan
 Signs procurement documents within authorisation threshold
 Signs waivers
 Initiates contact with HQ for purchases above 50’000 EUR/60’000
USD
Procurement staff  Responsible to start and complete procurement process as per ZOA
guidelines
 Prepare request for quotations, tender documents, PO, contract,
payment requests
 Conduct vetting of suppliers
 Register suppliers in supplier list
 Ensure all documentation is accurate, complete and stored
Finance staff  Review budget availability and correct budget line
 Provide advice on specific donor compliance guidelines if different
from ZOA guidelines
 Review at the end of the procurement process (at payment stage) to
see if the documentation is complete and audit proof
Procurement Authorization and threshold levels for budgeted costs

Thresholds derived from the ZOA Colombia authorization matrix

Position Threshold (in EUR)

Country Director 50,000
Programme Manager, Manager of 10,000
Programme Quality
Manager of Operation, 1,000

Budget holder:

 Programs / projects – Program manager

 Country office budget – Manager of operations

Procurement process thresholds (in EUR)

Direct purchase Min. 3 quotations Negotiated National tender International
procedure tender
Works contract 150-1000 1000 - 5000 5000-50.000 50.000-500.000 >500.000

Supply contract 150-1000 1000- 5000 5000-50.000 50.000-300.000 >300.000

Service contract 150-1000 1000- 5000 5000-50.000 50.000-300.000 >300.000

Additional guidelines
 In case all submitted bids are 10% above PR value the PR needs to be re-authorized by the budget
holder by filling a form with justification.
 Authorization of the purchase request and Purchase order by the budget holder is done before
financial review of documents
 Payment request with supporting documents is reviewed by finance department before authorized for
payment by budget holder
 Non-budgeted (not in proposal budgets or CSAP) items require approval from CD.

Procurement planning (p 20 GPG)

At the launch of any project, the project, procurement and finance staff will fill the procurement plan. This
should be done before the kick-off meeting. The project staff fills the information on required goods / services
that will be procured, while logistics staff will provide information on the procurement process and the dates of
various steps in the process. The dates are important for efficient attendance of all required staff and to ensure
timely start and delivery dates.

All procurement for each project will support the logistics department in planning and where needed/ possible
combine procurement for efficiency and cost effectiveness.

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The logistics department will develop a detailed procurement plan with timeline for all procurement for ZOA
Colombia throughout the year to ensure sufficient time is available in times of high procurement load. The
timetable will be updated on monthly basis by the logistic coordinator and procurement staff with support
from the MoO. On quarterly basis the plan is shared with the finance staff and PGMs for input and as part of
financial planning.

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Overview - Thresholds for procurement process / Required Documentation
Procedure Threshold Comments Timeline estimation Documentation needed for
payment
Direct purchase Items with an individual Approval of purchase by email or Items procured within 3 working  Approved
without PR (petty value < 150 EUR approval on reimbursement form, no days reimbursement form
cash) prior finance review needed (details see  Proof of payment
in petty cash guidelines, payments such
as monthly office services, casual office
cleaning. Admin registration.
Direct purchase Items with individual value Requester raises PR, authorized by Items procured within 3 working  Signed PR
with PR between 150 – 1000 EUR budget holder and reviewed by finance days  PO if raised
(P 23-24) staff  Invoice
 Proof of payment
Minimum Three Purchases with a value of QAM drafted by requester and Items procured within 2 weeks,  Signed PR
quotes 1000 – 5000 EUR authorized by budget holder. unless stated different by donor  Quotations
(p24) Procurement staff advises on the QAM.  Signed QAM
Three or more quotation requests sent to  Signed PO
trusted suppliers from the supplier list or  Payment request
potential new suppliers simultaneously.  Invoice
 Proof of delivery
 Proof of payment
Negotiated Purchases with a value of Bids summited in closed envelopes. Procurement process takes  Signed PR
procedure (p24- 5000 –60,000 EUR Detailed RfQ /ToR (p25 GPG), drafted by between 3- 5 weeks, unless stated  RfQ
26) requestor, approved by budget holder. different by donor  Quotations
Signed contract instead of PO.  Signed QAM
Budget holder reviews draft contract.  Signed contract
 Payment request
 Invoice
 Proof of delivery
 Proof of payment

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 Procedure Threshold
Open tender with Purchases with a value of
national 60,000 – 300,000 USD
publication (p27- (60,000 – 500,000 USD for
30) works contracts)
International Purchases with a value
tender (p30-32) above 300,000 USD
(above 500,000 USD for
works contracts)
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Comments Timeline estimation Documentation needed for
payment
Tender committee Procurement process takes  Signed PR
between 5- 6 weeks, unless stated  Tender dossier
PR approved by CD, procurement different by donor  Minutes of tender
documents verified by PC, contract meetings
signed by CEO  Bids received
 Signed QAM
 HQ Approval
 Signed contract
 Payment request
 Invoice
 Proof of delivery
 Proof of payment
Check with authorities if the specific Procurement process takes  Signed PR
tender qualifies for international tender. between 5- 6 weeks, unless stated  RfQ
If the authorities don’t approve different by donor  Quotations
international tender, a waiver should be  Signed QAM
raised and a national tender will be  HQ Approval
conducted.  Signed contract
 Payment request
 Invoice
 Proof of delivery
 Proof of payment
Local procurement
Where possible, ZOA Yemen promotes local economy in the communities we work. The companies in the
communities do not always have official registration of their business. Small businesses in Yemen are exempted
form tax and registration and therefore ZOA can work with them through a PO or contract, without requesting the
tax card or registration form.

For other businesses, ZOA is required to work with registered companies. Therefore, before signing any
commitment with the supplier, ZOA requests to receive a copy of the tax card and registration card. However,
some of the traders in the remote project sites don’t have registration cards. In order to support local traders and
to purchase locally where possible, purchases can be made from suppliers without a tax registration to a maximum
of USD 10,000 per supplier per year provided that this is accepted by the authorities.

On yearly basis, ZOA will write a letter to the authorities informing the authorities about ZOA’s general
commitment to support local traders and where possible to purchase locally for maximum amounts of USD 10,000
or YER equivalent with business that have no registration or tax cards to avoid fines from the tax authorities.

Direct purchase without PR through petty cash system

(See Petty Cash Guideline for details )

For amounts below USD 150, support staff can request a cash advance for direct purchase. Approval for this
request should be obtained from the budget holder, either through an email (prior approval) or through approval
on the re-imbursement form. Prior approval is recommended. Purchases without prior approval are at the risk of
the requester and the requester cannot claim any reimbursement in case the budget holder has rejected the
purchase.

Petty cash is never to be used for personal expenses, overtime, travel costs etc.

The cash advance must be settled at least at least monthly, before payroll. Once it is settled, a new advance can be
requested.

If, on a monthly basis, the advance is insufficient to cover incidental costs the advance can be settled and a new
advance requested in the same month.

On quarterly basis the finance department will share the budget codes and budget availability for rolling items
(such as stationaries, cleaning products, maintenance, hospitality etc.).

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 Suppliers

Establishing supplier database (In addition to 3.1 and 3.2 in GPG)

The logistics department is responsible for the supplier database. MoO plans bi-annual/annual/monthly
evaluations of deliveries with other staff. The logistics coordinator makes sure supplier evaluations are done. Every
6 months the MoO will check the supplier evaluations for following criteria:

• is the information up to date?

• are the reviews done for each of the supplier for which this is needed?
• were the suppliers checked against sanction lists?

Anti-terrorism vetting and Risk level (In addition to 3.3 in GPG)

In addition to Section 3.3 in the ZOA Procurement Guidelines, Colombia has been determined a low risk
country. As per 2022:
1) There are less than 20 people and/or companies mentioned on the OFAC list that reside in Liberia
2) There are less than 20 people and/or companies mentioned on the Consolidated European Financial
Sanctions list that reside in Liberia
3) There are less than 20 people on the UN sanctions lists that reside in Liberia
4) It does not belong to the top 25 worst performing countries on the Transparency International List
Liberia is considered a low-risk country.

Risk level of Counter terrorism vetting policy for suppliers

country program
Low risk country Vetting done for all contracts above international tender value (this is above 300’000
EUR) and for purchases for a donor who requires this.

Based on the very low number of people on the sanction list, ZOA Colombia will only execute the
counter-terrorism check for contracts above international tender value and for purchases for a donor
who specifically requires these checks to be done. In cases of reasonable doubt about a supplier, a check
might also be executed. The Manager of Operations (MoO) is responsible to ensure sanction list checks
are done, when applicable.

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