To ensure effective procurement planning, we remind you of the need to submit information on planned procurements in a timely manner.
Primary deadlines for submitting information:
- Applications for the current 2025 financial year – by October 15 of the current year;
- Applications for 2026 procurements – 30 business days prior to the planned contract conclusion date.
Required documents for submitting a procurement request:
- The procurement memo containing the following information:
- Subject of the procurement;
- Justification of the need for the procurement;
- Volume of goods/works/services (list);
- Delivery date for goods/works/services (agreed with the supplier/contractor/service provider, must be specified in the commercial proposal);
- Address for delivery of goods/works/services;
- Essential terms of the procurement: assembly, commissioning, start-up, inspection, etc.
- Information about the person responsible for acceptance of the goods/works/services, including their full name, contact phone number, and email address.
- Three requests for price information (commercial proposals), three commercial proposals (responses to requests).
The commercial proposal must contain: the unit price of goods/works/services, the delivery date, the delivery address of the goods/works/services, the validity period of the proposed price, and the total contract price under the terms specified in the technical specifications.
The validity period of the commercial proposal must correspond to the expected procurement deadlines.
- The technical specifications for the supply of goods/works/services specifying the technical specifications of the goods/works/services.
- An estimate, a defect list (repair work).
- The date of the memo, signature, and full name of the procurement initiator.
The purchase requisition is signed by the head of the structural unit/project manager.
Marks regarding the approval and coordination of the purchase requisition:
- Approval by the planning and economics department/accounting department;
- Approval by the head of the institution.
The approved purchase requisition (the entire package of documents, the original) is sent to the purchasing department, with electronic procurement documents sent to the email address: