Procurement Plan in International Technical Assistance (ITA) Projects: Why It Matters and How to Prepare It

While not formally mandatory, the procurement plan is almost always submitted during the state registration of an ITA project in Ukraine. Its practical relevance is significant: the list of goods, works, or services included in the plan determines which items may be eligible for tax exemptions under Ukrainian law and which subcontractors may participate in procurement related to the project’s implementation.

This article briefly outlines the key requirements for the procurement plan and explains what to do if the scope or value of planned procurements changes over time.

The standard form of the procurement plan is defined in an annex to Cabinet Resolution No. 153. However, in practice, questions often arise regarding the level of detail required, the type of information to include, and whether subcontractors should be included in the procurement plan. Typically, precise lists of goods (with registration numbers) or services are not required. That said, each entry should be reviewed separately based on the nature of the item listed.

The items in the procurement plan must align with the project’s budget, donor agreement annexes, and other registration documents. The plan may be prepared in Ukrainian or as a bilingual document.

We assist with drafting procurement plans compliant with Ukrainian legal requirements, aligned with donor expectations, and referenced correctly in accompanying project documentation. We also advise on communication with all stakeholders involved in the project registration process.

Please note that any amendments to the procurement plan – due to changes in the project’s budget, for example – must also be registered with the Cabinet of Ministers’ Secretariat. This procedure closely mirrors the original project registration and typically includes submitting an updated donor agreement, a beneficiary letter, and other supporting documentation.

Additionally, it is essential to remember that procurement plans are published publicly. As such, careful consideration should be given to the descriptions of specific goods and services, especially where these may relate to military or sensitive assistance.

We would be glad to assist if you need help reviewing the content, structure, or other details of your procurement plan.