Best value for money
Decisions consider total cost of ownership, quality, technical suitability, delivery performance, and sustainability. Lowest price alone does not determine award.
Get involved · Procurement
Procurement & E-Tender
CHRSD maintains a transparent, competitive, and ethical procurement system aligned with UN and international NGO governance standards. All suppliers are held to our Supplier Code of Conduct.
Policy v1.0 · Approved by Board of Directors
Six guiding principles
Every CHRSD procurement decision — from a $50 supply run to a $50,000 contract — is governed by the same six principles.
Fair competition
Open competition, equal treatment of all bidders, impartial evaluation processes, and no restrictive specifications.
Transparency
All procurement actions are properly documented, auditable, and available for donor review. Written records are maintained at every stage.
Integrity
Zero tolerance for fraud, bribery, kickbacks, collusion, bid rigging, and corruption — applied to all staff, consultants, and suppliers.
Sustainability
Where feasible, CHRSD prioritises environmentally responsible products, local sourcing, ethical labour practices, gender-responsive suppliers, and social enterprises.
Accountability
Individuals involved in procurement are personally responsible for compliance. All decisions are supported by documented justification.
Section 4
Procurement authority matrix
Approval authority scales with contract value. Donor-specific thresholds prevail where stricter requirements apply.
| Procurement value (USD equivalent) | Method | Approval authority |
|---|---|---|
| Up to $500 | Direct purchase | Department Head |
| $501 – $3,000 | Minimum 3 quotations | Procurement Committee |
| $3,001 – $15,000 | RFQ / Competitive quotations | Executive Director |
| $15,001 – $50,000 | Formal tender | Procurement Committee + ED |
| Above $50,000 | Open competitive tender | Board of Directors |
Section 7
Bid management process
Seven stages govern every formal procurement from requisition to award.
Procurement requisition
Initiating department submits need justification, budget confirmation, and technical specifications.
Solicitation
Published via website, email invitation, supplier database, or newspaper advertisement for high-value procurement.
Bid receipt
Secure, confidential submission enforced. Late submissions are not accepted under any circumstances.
Bid opening
Opening committee records submissions, registers bidders, and documents all proceedings.
Evaluation
Committee members sign Confidentiality and Conflict of Interest Declarations before evaluation begins.
Award recommendation
Report includes evaluation methodology, scores, risk assessment, and justification for recommended award.
Contract award
Award communicated in writing. Unsuccessful bidders may request a debriefing.
Section 8
Evaluation criteria
Standard weights are applied across five dimensions. Weights may vary depending on procurement category — consultancy and ICT assignments typically place higher weight on technical quality.
All evaluation committee members sign Confidentiality and Conflict of Interest Declarations before scoring begins. Evaluation reports document methodology, individual scores, and the final justification for award.
Technical compliance 40%
Experience & track record 20%
Financial proposal 20%
Delivery capacity 10%
Sustainability 10%
Part II · Supplier Code of Conduct
Standards every supplier must meet
Compliance with the CHRSD Supplier Code of Conduct is a condition of doing business with us. The Code is mandatory for all vendors, contractors, consultants, and business partners.
Legal compliance
Adhere to national laws, tax and labour regulations, environmental laws, and applicable international standards.
Human rights
Respect internationally recognised human rights principles — UDHR, ILO conventions, and UN Global Compact.
Labour standards
Zero tolerance for child labour, forced labour, harassment, and discrimination on any grounds.
Health & safety
Provide safe workplaces, safety equipment, emergency procedures, first aid facilities, and accident reporting.
Environmental responsibility
Reduce waste, conserve energy, minimise pollution, manage hazardous materials, and cut greenhouse gas emissions.
Ethical conduct
No fraud, corruption, bribery, extortion, or money laundering — and no gifts or hospitality intended to influence CHRSD decisions.
Data protection
Protect personal information, beneficiary data, project information, and proprietary data. Use data only for authorised purposes.
Safeguarding
Full compliance with CHRSD's PSEA policy, child safeguarding standards, and anti-harassment requirements. Zero tolerance.
Supplier due diligence
Register as a supplier
All suppliers undergo verification before being considered for contract award. The due diligence process covers legal registration, tax and VAT status, bank information, financial statements, sanctions screening, and reference checks.
Minimum two references are required for significant contracts. Supplier performance is rated after contract completion across quality, delivery, responsiveness, compliance, and sustainability dimensions.
Procurement records are retained for a minimum of 7 years, or longer where donor regulations require.
Get in touch
Procurement enquiries
To register as a supplier, request tender documents, or submit a procurement grievance:
procurement@chrsd.org
ethics@chrsd.org
Grievances & misconduct reports info@chrsd.org General enquiries
Individuals reporting procurement misconduct in good faith are protected from retaliation under CHRSD's Whistleblower Protection Policy.