ASF Institutional Policy Manual · Aligned with PHIG, September 2026
Part of the ASF policy framework, aligned with the equivalent PHIG policy. To raise a concern: see the ASF Complaints and Reporting Channel.
ASF buys goods and services through fair competition, documents every choice and applies the stricter of these rules or the donor’s. Owner: Board Treasurer.
Thresholds
| Estimated value (EUR, excluding VAT) | Method | Minimum documentation |
|---|---|---|
| Up to 1,000 | Direct purchase | Invoice or receipt |
| 1,001–10,000 | Request for quotations | 3 written quotes and a comparison sheet |
| 10,001–60,000 | Competitive tender | Published or invited tender, evaluation by a panel of 3 with signed conflict declarations |
| Over 60,000 | Open tender | Public advertisement, written evaluation criteria, panel of 3, approval per Policy 3 |
Rules
- Single source only for documented reasons (sole provider, genuine emergency, donor-directed), approved in writing by the Operations Liaison.
- Conflict of interest: panel members sign a declaration for each procurement (Policy 2).
- Screening: every supplier is checked against sanctions lists before award (Policy 7).
- Ethical sourcing: suppliers accept ASF’s standards on anti-corruption, trafficking and safeguarding in their contract.
- Value for money: economy, efficiency, effectiveness and equity are considered, not price alone.
- Records: complete procurement files are kept for 6 years after project end.
Consultants
Consultants are selected on qualifications and cost through comparison of at least three CVs above 10,000 EUR, with a written terms of reference and deliverable-based payments.