Procurement Procedures - Bangladesh Nature Foundation

Bangladesh Nature Foundation (BNF)

Head Office: Sayman Road, Cox’s Bazar-4700, Bangladesh

Established: 2010

Registration Deed No.: 17789, Chittagong Government Registrar, Court Building, Lal Dighi, Chittagong
Effective Date: 01 January 2010

Last Updated: 16 September 2026

1. Introduction

Bangladesh Nature Foundation (BNF) is committed to conducting procurement in a transparent, fair, economical, accountable, and responsible manner. Procurement is an important part of BNF’s financial and operational management because the organization acquires goods, services, equipment, works, consultancy, technical expertise, and other resources to implement conservation, biodiversity, climate resilience, livelihood, research, education, and community development activities.

These Procurement Procedures establish the principles and processes that BNF follows when purchasing goods, services, works, equipment, consultancy services, and other resources. The procedures are intended to ensure that procurement decisions are based on legitimate organizational requirements, appropriate quality, reasonable cost, suitability, transparency, integrity, and value for money.

2. Objectives

The objectives of these procedures are to:

obtain appropriate goods and services at reasonable and competitive prices;
ensure procurement supports approved organizational and project activities;
promote transparency and accountability;
ensure fair treatment of qualified suppliers and service providers;
prevent fraud, corruption, favoritism, collusion, and conflicts of interest;
maintain appropriate documentation and audit trails;
protect BNF’s financial and physical resources;
promote quality and timely delivery;
consider environmental and social responsibilities;
ensure donor and project requirements are appropriately followed; and
maintain public and stakeholder confidence in BNF’s procurement practices.

3. Scope

These procedures apply to procurement undertaken by or on behalf of BNF, including:

office supplies;
equipment;
vehicles and transportation;
field equipment;
scientific and research materials;
conservation materials;
information technology;
construction and works;
training and workshop services;
consultancy services;
professional services;
communication and media services;
printing and publications;
travel-related services;
maintenance and repairs;
goods and services for community projects;
project materials;
contractors and subcontractors; and
other organizational purchases.

The procedures apply to procurement financed through BNF’s own resources, donor funds, grants, project funds, contributions, or other organizational resources, subject to applicable funding conditions.

4. Procurement Principles

BNF’s procurement system is guided by the following principles.

4.1 Transparency

Procurement decisions should be supported by clear documentation and appropriate records.

4.2 Fairness

Qualified suppliers should be treated fairly and without unjustified discrimination.

4.3 Competition

Where appropriate and practical, BNF will seek competitive quotations or proposals to obtain value for money.

4.4 Value for Money

Procurement decisions should consider the total value obtained rather than price alone, including quality, durability, suitability, delivery, maintenance, and other relevant factors.

4.5 Integrity

Procurement must be conducted honestly and without bribery, corruption, manipulation, collusion, or improper influence.

4.6 Accountability

Procurement decisions should be authorized, documented, reviewable, and consistent with approved budgets.

4.7 Proportionality

Procurement controls should be proportionate to the value, complexity, risk, and nature of the purchase.

4.8 Sustainability

Where appropriate, BNF will consider environmental and social impacts when selecting goods, services, and suppliers.

5. Procurement Planning

Procurement should be planned in advance wherever reasonably possible. Project and program teams should identify:

required goods or services;
quantities;
technical specifications;
estimated costs;
required delivery dates;
available budget;
funding source;
procurement method;
potential risks; and
relevant donor or project conditions.

For significant projects, BNF may prepare a procurement plan covering major purchases and anticipated procurement activities. Unplanned purchases should be justified and appropriately authorized.

6. Procurement Request

A procurement process should normally begin with an approved procurement request or equivalent documentation. The request should, where applicable, identify:

description of the requirement;
purpose;
quantity;
specifications;
estimated cost;
project or budget code;
required delivery date;
proposed procurement method; and
requesting department or project.

The requesting person should not approve their own procurement request where segregation of duties is reasonably practicable.

7. Specifications and Terms of Reference

Specifications for goods and services should be clear, objective, and appropriate to the actual requirement. Specifications should not unnecessarily favor a particular supplier, brand, individual, or company. For consultancy or professional services, a Terms of Reference (ToR) should normally define:

objectives;
scope of work;
expected deliverables;
required qualifications;
timeframe;
reporting requirements;
evaluation criteria; and
payment arrangements.

Technical specifications and ToRs should be developed according to the legitimate needs of the project or organization.

8. Procurement Methods

BNF may use different procurement methods depending on the value, complexity, urgency, market conditions, and risk of the purchase. Methods may include:

Direct Purchase – for low-value or routine purchases where competitive procurement is not proportionate.
Request for Quotations – obtaining quotations from suitable suppliers.
Competitive Procurement – inviting multiple suppliers to submit offers or proposals.
Request for Proposals – particularly for consultancy, professional, technical, or complex services.
Single-Source Procurement – used only where there is a documented and legitimate justification.
Emergency Procurement – used where urgent circumstances require accelerated purchasing.

BNF may establish internal financial thresholds determining when each method should be used.

9. Competitive Quotations

For purchases requiring competitive quotations, BNF should seek offers from an appropriate number of qualified suppliers, where the market permits. Quotation requests should provide sufficiently clear information for suppliers to submit comparable offers. Where appropriate, quotations should be assessed based on:

price;
quality;
specifications;
delivery time;
warranty;
service arrangements;
supplier capacity;
previous performance;
environmental and social considerations; and
other relevant criteria.

The lowest price is not automatically the appropriate choice where another offer provides materially better value or meets the requirements more effectively.

10. Supplier Selection

Suppliers should be selected using objective and documented criteria appropriate to the procurement. BNF may consider:

legal and business status;
relevant experience;
technical capability;
financial capacity where relevant;
quality of goods or services;
price;
delivery capacity;
previous performance;
references;
ethical standards;
conflicts of interest;
environmental and social practices; and
ability to meet contractual requirements.

Supplier selection should not be based on personal relationships or improper influence.

11. Evaluation of Offers

For significant or competitive procurement, BNF may establish an evaluation committee or designated evaluation team. Evaluation should be based on predetermined criteria where practical. The evaluation process should:

treat suppliers fairly;
maintain confidentiality of competing offers;
document the basis for the decision;
identify conflicts of interest;
avoid unauthorized communications that could compromise fairness; and
produce an appropriate evaluation record.

Evaluation committee members should declare relevant conflicts of interest before participating.

12. Procurement Committee or Evaluation Committee

For significant procurements, BNF may appoint a procurement or evaluation committee. The committee may be responsible for:

reviewing offers;
assessing technical compliance;
evaluating price and value;
considering supplier capacity;
documenting the evaluation;
recommending a supplier; and
submitting the recommendation to the authorized approving authority.

The composition of a committee should be appropriate to the procurement’s value, technical complexity, and risk.

13. Single-Source Procurement

Single-source procurement should be used only when justified. Possible circumstances may include:

compatibility with existing equipment;
proprietary goods or services;
continuity of a specialized service;
absence of reasonable alternatives;
urgent circumstances;
exceptional technical requirements; or
other documented circumstances where competition is not reasonably practicable.

The justification should be documented and approved by the appropriate authority. Single-source procurement must not be used merely to avoid competition or procurement controls.

14. Emergency Procurement

Emergency procurement may be used where immediate action is required to protect:

human life or safety;
communities;
property;
critical project activities;
conservation resources;
essential operations; or
other significant organizational interests.

Emergency procurement may use simplified procedures where necessary, but reasonable documentation and accountability must still be maintained. Emergency provisions must not be used routinely to bypass normal procurement requirements.

15. Procurement Splitting

BNF prohibits deliberately dividing a purchase into smaller transactions to:

avoid approval thresholds;
avoid competitive procurement;
circumvent quotation requirements; or
conceal the actual value of a procurement.

Where several related purchases form part of one foreseeable requirement, they should be considered together when determining the appropriate procurement approach.

16. Conflict of Interest

Anyone involved in procurement must disclose an actual, potential, or perceived conflict of interest. A conflict may arise where a person:

owns or has a financial interest in a supplier;
has a close personal or family relationship with a supplier;
may receive a personal benefit from the transaction;
has another business relationship with a bidder; or
has another interest that could affect impartiality.

A person with a material conflict should not participate in the relevant procurement decision unless an appropriate management arrangement has been established. BNF’s Conflict of Interest Policy applies to procurement activities.

17. Gifts, Hospitality, and Improper Benefits

Personnel involved in procurement must not request or accept inappropriate gifts, money, commissions, hospitality, favors, employment opportunities, or other personal benefits from suppliers or prospective suppliers. Suppliers must not attempt to influence procurement decisions through gifts, payments, commissions, personal relationships, or other improper benefits. Relevant concerns should be addressed under BNF’s Anti-Fraud and Anti-Corruption Policy.

18. Anti-Bribery and Anti-Corruption

BNF has zero tolerance for deliberate bribery and corruption in procurement. Prohibited conduct includes:

bribes;
kickbacks;
secret commissions;
fraudulent invoices;
false quotations;
collusion;
bid manipulation;
forged documents;
undisclosed supplier relationships;
improper payments; and
other dishonest procurement practices.

Any suspected procurement fraud or corruption should be reported through BNF’s Whistleblower or other appropriate reporting mechanisms.

19. Supplier Due Diligence

For significant or higher-risk procurement, BNF may conduct appropriate supplier due diligence. Due diligence may include checking:

identity and registration;
ownership or controlling interests where relevant;
qualifications;
references;
previous performance;
capacity to deliver;
potential conflicts of interest;
sanctions or other relevant risk information where appropriate; and
compliance with contractual requirements.

The level of due diligence should be proportionate to the procurement’s risk.

20. Purchase Orders and Contracts

For significant purchases, BNF should use an appropriate purchase order, contract, agreement, or equivalent written documentation. Contracts should clearly identify, where applicable:

goods or services;
quantities;
specifications;
price;
taxes or other applicable charges;
delivery requirements;
payment terms;
warranties;
milestones;
responsibilities of the parties;
confidentiality;
termination provisions; and
other relevant conditions.

No person should commit BNF contractually beyond their delegated authority.

21. Verification of Goods and Services

Before payment is authorized, BNF should verify that goods or services have been received satisfactorily. Verification may include:

inspection of goods;
delivery notes;
completion certificates;
service reports;
project manager confirmation;
technical acceptance;
photographs or field records where appropriate; and
other evidence of satisfactory delivery.

Payment should not normally be made for goods or services that have not been appropriately received or accepted, except where an authorized contractual arrangement permits advance payment.

22. Payment

Procurement payments should follow BNF’s Financial Management Procedures. Before payment, the responsible personnel should verify:

procurement authorization;
supplier identity;
purchase order or contract where applicable;
invoice;
delivery or service verification;
applicable taxes or deductions;
budget availability; and
required approvals.

Payments should be made through authorized organizational payment channels wherever practical.

23. Advance Payments

Advance payments may be permitted where justified by the nature of the procurement or contractual requirements. Advance payments should:

be authorized;
be supported by a written agreement or appropriate documentation;
be proportionate to the procurement;
be recorded accurately; and
be subject to subsequent verification and settlement.

Higher-risk advance payments may require additional safeguards.

24. Procurement of Consultancy Services

Consultants and professional service providers should be selected based on appropriate criteria, which may include:

qualifications;
relevant experience;
technical methodology;
understanding of the assignment;
proposed deliverables;
professional references;
availability;
cost; and
value for money.

For significant consultancy assignments, BNF may use a competitive proposal process and documented technical and financial evaluation. Consultants must comply with applicable BNF policies, including conflict of interest, anti-fraud, safeguarding, confidentiality, and research integrity requirements.

25. Community-Level Procurement

Where BNF projects involve community organizations or community-managed procurement, appropriate simplified procedures may be established according to the project’s scale and context. Community procurement should promote:

transparency;
participation;
fair supplier selection;
reasonable pricing;
proper documentation;
verification of delivery; and
accountability for project resources.

Community members involved in procurement should disclose relevant conflicts of interest.

26. Environmental and Social Considerations

BNF seeks to incorporate environmental and social considerations into procurement where relevant. Depending on the nature of the purchase, this may include consideration of:

environmental impacts;
energy and resource efficiency;
durability;
waste generation;
sustainable materials;
biodiversity impacts;
occupational health and safety;
labor conditions;
community impacts;
accessibility;
responsible disposal; and
lifecycle costs.

Procurement decisions should be consistent with BNF’s Environmental & Social Safeguards Policy where applicable.

27. Sustainable Procurement

Where practical and appropriate, BNF may prioritize goods and services that:

have reasonable durability;
minimize unnecessary waste;
use resources efficiently;
reduce avoidable environmental impacts;
support responsible production;
can be repaired or maintained effectively; and
provide good lifecycle value.

Sustainability considerations should remain proportionate to the procurement requirement and should not unnecessarily compromise legitimate technical or operational needs.

28. Local Suppliers and Small Enterprises

Where appropriate and consistent with procurement requirements, BNF may provide reasonable opportunities for qualified local suppliers and small enterprises to participate in procurement. Local sourcing may contribute to:

efficient delivery;
local economic activity;
community engagement;
reduced transportation requirements; and
development of local supplier capacity.

Local preference should not be used to justify unfair treatment or disregard legitimate quality, price, capacity, or compliance requirements.

29. Procurement Records

BNF should maintain appropriate records for significant procurement activities. Records may include:

procurement requests;
specifications or Terms of Reference;
quotations;
bids or proposals;
evaluation documents;
conflict-of-interest declarations;
approvals;
purchase orders;
contracts;
delivery records;
invoices;
payment documentation;
correspondence; and
procurement close-out records.

Records should provide an adequate audit trail from the original requirement through supplier selection, delivery, and payment.

30. Confidentiality of Procurement Information

Information received from suppliers during competitive procurement should be handled responsibly. BNF personnel should not improperly disclose:

confidential supplier information;
competing prices or proposals;
evaluation information;
proprietary technical information; or
other information that could compromise procurement fairness.

Public disclosure of procurement information should be consistent with transparency obligations, contractual confidentiality, privacy, and legitimate commercial considerations.

31. Supplier Performance

For significant or recurring procurement, BNF may monitor supplier performance against contractual requirements. Performance assessment may consider:

quality;
delivery;
responsiveness;
compliance with specifications;
reliability;
service;
safety;
contractual compliance; and
resolution of problems.

Poor performance may be documented and considered in future procurement decisions.

32. Contract Management

After procurement, the responsible BNF personnel should monitor the contract or purchase arrangement. Contract management may include:

monitoring milestones;
checking deliverables;
verifying invoices;
monitoring deadlines;
managing variations;
documenting communications;
resolving performance issues; and
formally closing completed contracts.

Contract variations should be properly justified and approved.

33. Changes to Procurement Requirements

Material changes to specifications, quantities, prices, scope, or delivery conditions after supplier selection should be appropriately documented and approved. Material changes should not be used to undermine the original competitive process or provide an unjustified advantage to a supplier. Where a proposed change substantially alters the original requirement, BNF may determine that a new procurement process is appropriate.

34. Procurement Complaints and Supplier Concerns

Suppliers or other stakeholders may raise legitimate concerns about a procurement process. BNF may establish appropriate channels for receiving such concerns. Complaints should be handled fairly and without retaliation against a person who raises a genuine concern. Concerns involving suspected fraud, bribery, corruption, or serious misconduct may also be reported through BNF’s Whistleblower or Anti-Fraud and Anti-Corruption mechanisms.

35. Reporting Procurement Irregularities

Any person who reasonably suspects procurement misconduct should report the concern. Examples include:

manipulated quotations;
false competition;
collusion;
bribery;
kickbacks;
undisclosed conflicts of interest;
forged documents;
favoritism;
unauthorized purchases;
purchase splitting; or
fraudulent supplier claims.

Reports may be submitted through:

Whistleblower/Integrity Reporting: info@bdnature.org

Complaints & Feedback: info@bdnature.org

BNF will seek to protect good-faith reporters from retaliation in accordance with its Whistleblower Policy.

36. Segregation of Procurement Duties

Where practical, different individuals should be responsible for:

identifying the requirement;
requesting procurement;
approving the requirement;
obtaining quotations;
evaluating offers;
approving supplier selection;
receiving goods or services;
authorizing payment; and
recording the transaction.

Where staffing limitations prevent full segregation, appropriate supervisory or compensating controls should be applied.

37. Procurement Authority

BNF should maintain an internal delegation of authority specifying procurement and financial approval responsibilities. Approval levels may vary according to:

procurement value;
funding source;
project requirements;
procurement risk;
emergency circumstances; and
organizational authority.

No employee, consultant, volunteer, committee member, or project personnel may commit BNF to a financial obligation beyond their authorized authority.

38. Donor-Funded Procurement

Procurement financed by donors or grants must comply with applicable funding agreements and approved project budgets. Where donor procedures establish specific procurement requirements, BNF will incorporate those requirements into the relevant procurement process where applicable. Any required donor approval should be obtained before making the relevant commitment.

39. Procurement and Financial Management

Procurement and financial management must operate together. A procurement decision should be consistent with:

an approved budget;
appropriate financial authorization;
available funds;
applicable donor conditions;
appropriate documentation; and
BNF’s financial controls.

Procurement personnel and finance personnel should coordinate to ensure that commitments and payments are accurately recorded and monitored.

40. Asset Procurement

Procurement of significant assets should consider:

operational need;
specifications;
total cost of ownership;
maintenance requirements;
warranty;
expected useful life;
storage;
environmental considerations; and
disposal arrangements.

Purchased assets should be recorded in accordance with BNF’s asset-management and financial procedures.

41. Information Technology and Data Security

Procurement of information technology, software, digital services, and systems should consider:

functionality;
information security;
privacy;
user access;
data protection;
licensing;
maintenance;
compatibility;
technical support; and
lifecycle costs.

Where procurement involves personal, confidential, research, or sensitive organizational information, appropriate privacy and security safeguards should be incorporated into contracts and implementation.

42. Ethical Conduct of Procurement Personnel

Personnel involved in procurement are expected to:

act impartially;
protect confidential information;
avoid conflicts of interest;
reject improper benefits;
maintain accurate records;
treat suppliers fairly;
follow delegated authority;
report suspected misconduct; and
protect BNF’s interests.

Procurement responsibilities should never be used for personal gain.

43. Fraud Prevention and Internal Controls

BNF will maintain reasonable controls to reduce procurement risks, including:

authorization controls;
competitive procurement where appropriate;
segregation of duties;
supplier verification;
documentation;
delivery verification;
invoice review;
financial reconciliation;
conflict-of-interest declarations; and
periodic review or audit.

Controls may be strengthened for high-value, high-risk, or unusual procurements.

44. Monitoring and Audit

BNF may periodically review procurement activities to assess:

compliance with procedures;
value for money;
adequacy of documentation;
supplier performance;
conflicts of interest;
procurement risks;
financial controls; and
donor compliance.

Procurement records should be made available to authorized auditors or reviewers as appropriate.

Identified weaknesses should be addressed through corrective measures.

45. Record Retention

Procurement records should be retained for the period required by applicable BNF, donor, contractual, regulatory, audit, or other requirements. Records related to investigations, disputes, audits, or unresolved procurement matters should be preserved until the relevant matter has been appropriately concluded.

46. Procurement Exceptions

Exceptions to normal procurement procedures may be permitted in limited circumstances, including:

emergencies;
specialized or proprietary requirements;
lack of reasonable competition;
donor-approved exceptions; or
other circumstances specifically authorized by BNF.

Exceptions must be justified, documented, and approved by the appropriate authority.

An exception must not be used to conceal fraud, corruption, favoritism, or conflicts of interest.

47. Responsibilities

General Committee and Executive Committee

Provide appropriate governance oversight of major organizational procurement and financial accountability.

Executive Director

Provides executive oversight and ensures that procurement systems are appropriately implemented.

Finance Manager

Ensures procurement-related financial controls, documentation, payment verification, and financial recording are appropriately maintained.

Project and Program Managers

Identify project requirements, ensure procurement is consistent with approved activities, verify delivery, and monitor project procurement.

Procurement Personnel

Conduct procurement fairly, transparently, and in accordance with approved procedures.

All BNF Personnel

Protect organizational resources, avoid conflicts of interest, comply with procurement requirements, and report suspected misconduct.

48. Review and Continuous Improvement

BNF will periodically review these Procurement Procedures to ensure that they remain appropriate to:

organizational needs;
project requirements;
financial risks;
donor conditions;
environmental and social responsibilities;
operational experience; and
applicable requirements.

Lessons from audits, supplier feedback, project implementation, investigations, and management reviews may be used to improve procurement practices.

49. Relationship With Other BNF Policies

These Procurement Procedures should be read together with BNF’s:

Financial Management Procedures;
Anti-Fraud and Anti-Corruption Policy;
Whistleblower Policy;
Conflict of Interest Policy;
Environmental & Social Safeguards Policy;
Gender Equality and Non-Discrimination Policy;
Safeguarding Policy;
Complaints & Feedback Policy;
Code of Conduct;
Privacy Policy; and
other applicable project-specific procedures.

50. Commitment to Responsible Procurement

Bangladesh Nature Foundation is committed to procurement practices that are transparent, fair, competitive where appropriate, accountable, environmentally and socially responsible, and consistent with the organization’s mission and values. BNF seeks to ensure that organizational and project resources are used efficiently and responsibly and that procurement decisions are made on the basis of legitimate requirements, quality, suitability, integrity, and value for money. BNF will continue to strengthen procurement controls, staff capacity, documentation, monitoring, and accountability to support effective implementation of its conservation, biodiversity, climate resilience, sustainable livelihoods, research, education, and community development activities.

51. Contact

Bangladesh Nature Foundation (BNF)

Sayman Road, Cox’s Bazar-4700, Bangladesh

General Contact: info@bdnature.org

Procurement: info@bdnature.org

Finance Department: safia@bdnature.org

Whistleblower/Integrity Reporting: info@bdnature.org

Complaints & Feedback: info@bdnature.org

Website: https://bdnature.org/

Policy Owner: Executive Director / Finance & Administration Function

Approval Authority: Executive Committee / General Committee, as applicable under BNF’s governance arrangements