Individual Contract Policy

Monthly equal payment rates

67. 
    The individual contract is specifically designed for engaging individuals paid based on the outputs they produce for UNDP. The amount of payment for each deliverable usually varies depending on its complexity. As such, individual contractors may not be paid a fixed and identical amount every calendar month. Fixed Term Appointment, Temporary Appointment and Service Contracts are the appropriate contract modalities for such requirements. When exceptional circumstances require a monthly equal payment scheme, a written rationalization/justification must be given to and approved by the head of the business unit.
    

Selection and Engagement of an Individual Contractor| French | English Structure Element - Relevant Policies

Overview of the selection process based on contract amounts

68. 
    All individual contractors must, unless otherwise allowed under this policy, be selected through a competitive process instituted by the holder of delegated procurement authority. 
    
69. 
    When initiating the selection process, the requesting unit must first determine whether intellectual or support services are needed. This distinction should be reflected in the terms of reference, evaluation method and payment terms. Minimum requirements vary, depending on the contract value, as summarized in the following table:
    

Amount in USD	Sourcing	Receipt of offers including financial	Evaluation	Reference check for selected candidate	Review and approval of contract award
Less than $5,000	No competitive process necessary, past performance review and note-to-file is sufficient	Yes, even if only one candidate	Review against the established criteria and provide a note-to-file	To be determined by the business unit depending on the nature of the assignment	Evaluation team prepares and signs the note-to-file for the procurement authority’s approval
$5,000–$100,000	At least three qualified candidates to be considered. Advertisement optional	Yes	Desk review against criteria, interview is optional	Yes	Delegated procurement authority’s approval
Above $100,000	International Advertisement mandatory*	Yes	Interview is mandatory	Yes	Contract committee approval depending on the delegated procurement authority of the business unit

*International advertisement refers to publication in any media (print or electronic/digital) that is internationally visible and accessible. The UNDP global website is the recommended venue.

Selection process

Sourcing of candidates

70. 
    Where a competitive process is required, qualified candidates must be identified through an international advertisement, by sourcing from an established roster or by prior nomination of known individuals with good qualifications and outstanding performance for the type of assignment involved. Qualified candidates meet the minimum requirements established for the selection process.
    

a. An individual contractor selection process is considered competitive, even if it results in less than three responsive bids. An award may still be made, but approval depends on due diligence to ensure that sourcing was properly conducted, and that the limited market response was not the result of a restrictive short list or unsuitable sourcing strategy.

71. 
    The process for selecting candidates is as follows.
    
72. 
    If candidates are identified through an established roster, multiple rosters or various sources
    
73. 
    A Letter of Invitation to Submit an Offer and terms of reference as well as other relevant templates should be forwarded to at least three candidates qualified for the assignment. The notice shall clearly require that offers include:
    
74. 
    Letter to UNDP Confirming Interest and Availability. This may be supplemented by the following, if required by the business unit:   
    

1. 
   Explanation of why an individual candidate considers themselves the most suitable for the assignment
   
2. 
   A brief methodology, if applicable, on how they will approach and complete the assignment 
   

75. 
     These documents are optional for support services assignments, but are recommended for most intellectual services, depending on the complexity of the assignment:
    

1. 
   Latest personal CV, including past experience from similar projects, and email, telephone and any other contact details for references, or a P-11 for non-staff assignments.
   
2. 
   Financial proposal
   

76. 
    To clarify expectations, particularly with respect to cost and deliverables, the above requirement will apply regardless of contract amount and procurement method.
    
77. 
    If a candidate is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee for releasing him/her to UNDP under a reimbursable loan agreement, the candidate must ensure that all such costs are duly incorporated in the financial proposal.