Procurement Manual - Unrwa

e. Estimated price; andf. Any additional information (e.g. standardization, preferred method ofshipment, etc.).3.3.2 Requirements Definition1. Requirement definition is a systematic approach in order to clearly define the needto be covered by the product to be procured.2. The requisitioner or user originator is responsible for defining the requirements,however, the procurement individual responsible for the process in question shallevaluate the requirement received from the requisitioner, and identify any issuesthat do not seem advisable from a procurement point of view (e.g. branding withoutjustification, over specification, unrealistic required delivery dates, etc.).3. The procurement staff member responsible for the process and the requisitionershall then jointly finalize the requirement definition. It is the responsibility ofprocurement personnel to ensure that the finalized requirements comply withregulations, as well as good practice for requirement specification. These actionstake place outside of the electronic procurement system and may involve a varietyof communication techniques including telephonic, email or meetings.3.3.2.1 The Purpose of Requirements Definition1. The general purpose of all requirement definition is to identify the actual needs ofthe requisitioner, and to search for a solution to meet those needs. The needsshould be described in the requirement definition in a way that will facilitate theprocurement process. Clear requirement definition is crucial in every procurementoperation.2. First of all, the requirement definition forms the basis for the solicitation, and sets thegoals of the procurement action. The requirement definition informs the potentialsuppliers of the requirements the offered product must have in order to fulfill theneeds of UNRWA.3. Secondly, the requirement definition forms the basis of the evaluation of offers whendetermining which offer provides the best overall solution to UNRWA. A clearrequirement definition will reduce the likelihood of ambiguous decisions at the timeof evaluating offers. Technical as well as other requirements (financial, legal,administrative, etc.) are set out in the solicitation documents and no parametersother than those specified in these documents ex ante can be considered during theevaluation.4. Finally, the requirement definition forms a critical part of the contract, and becomesimportant when administering the contract to ensure the timely performance by thesupplier.5. The requirement definition has an effect on the procurement that lasts throughoutthe entire procurement process – from solicitation, through evaluation and award ofcontract, through receiving and inspection, to completion of the activity andevaluation of suppliers.PROCUREMENT MANUAL 31/127 VERSION 2