Earlier policy library. This page belongs to an earlier library of ASF policies. The current, approved governance set is the ASF Standards Package 2026 (GOV, OPS, QMS and EV documents). Where this page and the 2026 package differ, the 2026 package applies.
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.