The Department of Public Procurement and Economic Planning is a structural unit of the Institute responsible for organizing and conducting procurement activities in accordance with the requirements of the Law of Ukraine “On Public Procurement” No. 922-VIII, as well as the special procurement rules established for the period of martial law by Resolution No. 1178 of the Cabinet of Ministers of Ukraine.

The Department’s activities are aimed at ensuring transparency, fair competition, and the efficient use of public funds in meeting the Institute’s needs for goods, works, and services.

 Key Functions of the Department:

• Procurement Planning. The Department prepares the Institute’s annual procurement plan, ensures its alignment with budgetary allocations, and makes the necessary amendments when adjustments to the scope or subject matter of procurement are required.
• Organization and Conduct of Procurement Procedures. The Department coordinates the preparation and publication of tender documentation, reviews requests and bids submitted by procurement participants, and provides procedural support at all stages of the procurement process — from the publication of the procurement notice through to the conclusion of the resulting contract.
• Methodological Support for Structural Units. The Department provides the Institute’s structural units with advisory and methodological support on the preparation of technical specifications, justification of procurement needs, and determination of the subject matter of procurement in accordance with applicable legislation.
• Interaction with Supervisory and Oversight Authorities. The Department prepares explanations, reports, and other documents in response to requests from the State Audit Service of Ukraine, state financial control authorities, and other authorized institutions. It also represents the Institute’s position in cases involving challenges to procurement procedures before the relevant review and appeal bodies.
• Procurement Analysis and Monitoring. The Department analyzes the structure, trends, and performance of the Institute’s procurement activities, identifies risks associated with non-compliance with statutory deadlines and procedural requirements, and develops proposals to improve procurement processes.
• Regulatory and Methodological Work. The Department develops and updates internal regulatory and procedural documents governing the sequence of actions and allocation of responsibilities among the Institute’s structural units throughout the procurement process, taking into account changes in applicable public procurement legislation.
• Economic Planning. The Department contributes to the preparation of economic justifications for the Institute’s expenditures related to procurement activities and ensures their consistency with the institution’s overall financial and economic policy.

Working Materials:

• Procurement Procedure Guidelines — a document establishing the procedure for conducting procurements.
• Procurement Request Forms — standardized templates for structural units to submit requests for the procurement of goods, works, or services.
• Technical Specification Templates — standardized templates for defining requirements for the subject matter of procurement, including goods, works, or services.
• Expected Procurement Value Justification Forms — standardized templates for substantiating the expected value of the procurement of goods, works, or services.
• Procurement Initiator’s Opinion Form on the Compliance of a Bid with the Technical, Quality, and Quantitative Requirements
• Annual Needs Plan Form for Goods, Works, and Services of a Structural Unit

For assistance with preparing procurement requests or completing the relevant documentation, structural units may contact the Department of Public Procurement and Economic Planning directly.