2. UN System of OrganisationsFinding InformationGeneral UN Procurement ProceduresPractical Tips & SummaryRegistering as a Potential Supplier UN Procurement Statistics

3. In the year 2000, 189 Governments pledged to achieve these 8 Millennium Development Goals by 2015 8 Millennium Development Goals Why we do what we do

4. Millenium Development Goals

5. MDG1: Eradicate Hunger Food Nutrition (therapeutic foods, micronutrients, etc.) Agriculture MDG4: Reduce Child Mortality Vaccines Paediatric medicine Nutrition Clean water / ORS MDG2: Universal Education School Supplies Schools Community water supplies For example Affordable supplies of assured quality are key input to achieving the MDGs MDG3: Gender Equality Women in Agriculture Cash grants Education Maternal Mortality

6. Affordable supplies of assured quality are key input to achieving the MDGs MDG6: Combat HIV/AIDS + Malaria Bednets + Anti-malarial medication Anti-retrol viral therapies Prevention of mother-to-child transmission Nutrition MDG7: Environmental Sustainability Clean Water Green supplies (eg, solar) Green procurement Local production Agriculture (biodiversity) MDG8: Global Partnership Innovation + access to technology Fair Trade Affordable pricing Global Compact MDG5: Reduce Maternal Mortality Midwifery kits Emergency Obstetrics

9. 196 countries Country of Invoice Relative: USA = 7,7% Argentina = 1,3% 10 th place USD326m

10. Goods Food Pharmaceutical Supplies Vehicles Computers and Software Shelter and Housing Telecommunications Equipment Laboratory Equipment Building Materials Services Security Services Outsourced Personnel Services Engineering Services Construction Corporate Services Freight Services Printing Services and Equipment Rental Consultancy Services Telecommunication Services

13. Most Procured Goods/Services Goods Air conditioning, Cold Chain & Refrigerating Electrical Motors and Generators IT/computer/printing equipment Communication Equipment Medical Supplies Vehicles Water & Sanitation Office supplies Educational equipment Nutrition Services Freight forwarding Management consultancy Technical services Demining services Warehousing

14. 20072008 UNICEF46.33129.04 UNDP67.2873.16 UNPD34.6060.60 UNOPS7.1121.08 UNHCR24.5316.76 WFP9.858.99 UNFPA12.105.78 PAHO1.333.38 FAO1.882.76 WIPO0.001.16 20072008 UNRWA51.000.84 UNESCO1.060.72 UNOV2.840.66 ESCWA0.190.29 UPU0.000.28 IAEA0.400.17 ILO0.200.13 UNV0.230.04 UNOG0.660.00 UNON4.100.00

16.  The United Nations is made up of a variety of organizational entities (agencies, organizations, commissions, programmes, funds, etc).

17. ……………………. ….

18. UNEP

19. Le Nazioni Unite nel mondo UNAIDS OPCW Copenhagen UNOPS UNDP/PSO UNICEF Supply Division UNFPA Procurement Unit UNEP Budapest UNHCR

20. EACH ORGANISATION...  has its own special requirements for goods and services  may conduct its own procurement activities  follows, in general, common principles for procurement rules and regulations  constitutes a separate and distinct customer/partner Overview

22. UN Procurement’s single commercial and procurement portal: United Nations Global Market Place (UNGM) www.ungm.org Agencies’ websites (links from UNGM)

24. Agency websites e.g. http://www.un.org/Depts/ptd/#

25. Agency websites e.g. www.undp.org

26. Business Information 1. The Annual Statistical Report UN procurement by country – UN Agency procurement by country, commodity or service – Purchase orders and Contracts (over USD 30,000) placed by agency, by country of vendor, value and description of goods or services – Top Ten items procured by Agency 2. The General Business Guide – Lists all UN Organizations, fields of activity, contact persons, procurement activities and requirements and registration procedures Available from www.ungm.org Both publications are updated on an annual basis

28.  UNGM = the procurement portal of the UN System  UNGM brings together UN procurement staff and the supplier community  UNGM acts as a single window, through which potential suppliers may register with the 18 UN Agencies using the UNGM as their supplier roster.  the UNGM therefore provides an excellent springboard to introduce your goods and services to many UN organizations, countries and regions by only completing one registration form.

29.  18 UN participating agencies = 95% of the total UN procurement spent  58 451 created UNGM accounts  More than 2 000 UN procurement staff use the UNGM to source suppliers and advertise their procurement needs  Over 10 Procurement Notices posted every day  225 active Procurement Notices on average at any one time  33 UN entities publicize their needs on UNGM

30.  Step 1: receive your login credentials to access your UNGM account

31.  Fill in all fields marked with a red star *:  Remember to add registry@ungm.org in your address book to receive all correspondence from UNGM registry@ungm.org  Receive your activation email  Click ONCE on the activation link  Receive in a second email: UNGM Username + password

32.  Your company has three (3) years of documented export experience, you are entitled to register as a Global potential supplier with 18 UN agencies: International Atomic Energy Agency (IAEA) The International Fund for Agricultural Development (IFAD) International Labour Organization (ILO) International Trade Centre UNCTAD/WTO (ITC) International Telecommunication Union (ITU) United Nations Development Programme (UNDP) United Nations Educational, Scientific and Cultural Organization (UNESCO) United Nations Population Fund (UNFPA) United Nations High Commissioner for Refugees (UNHCR) United Nations Children's Fund (UNICEF) United Nations Industrial Development Organization (UNIDO) United Nations Office for Project Services (UNOPS) United Nations Procurement Division (UN/PD) United Nations Office at Vienna (UNOV) United Nations Economic Commission for Africa (UNECA) United Nations Relief and Works Agency (UNRWA) World Food Programme (WFP) World Intellectual Property Organization (WIPO)

33.  Your company has less than three (3) years of documented export experience: you are entitled to register as a Local potential supplier with 3 UN agencies in Denmark. United Nations Population Fund (UNFPA) - Denmark United Nations Office for Project Services (UNOPS) - Denmark United Nations Development Programme (UNDP) - Denmark

34.  Step 2: Access to your application form on www.ungm.orgwww.ungm.org

35.  Step 2: fill in your application form on www.ungm.orgwww.ungm.org Registration free of charge 14-steps intuitive application form to be filled in online Only one application form for 18 UN agencies A UNGM Quick Guide to assist you in the registration process

36. = You are editing the Step = You have completed the Step = This step is incomplete

41.  Step 3: receive new business opportunities every day published on UNGM by email via the Tender Alert Service - Online and easy subscription on www.ungm.orgwww.ungm.org - No need to check out regularly the UNGM website: you receive directly and automatically suitable business opportunities - No risk to miss a bidding opportunity - You are ensured to be notified of tenders in a reasonable timeframe - On average over 10 new business opportunities published every day on UNGM - One year subscription = 250 $ - A UNGM Quick Guide available on www.ungm.org to guide you to subscribe to this valuable servicewww.ungm.org

42.  Step 3: receive every day new business opportunities published on UNGM by email via the Tender Alert Service How to subscribe? : Subscription form available online on www.ungm.orgwww.ungm.org

43. Two UNGM Guides are available for further assistance on how best to take advantage of UNGM  UNGM Quick Guide / UNCCS Codes Guide

45. Supplier Criteria Minimum of 3 years experience in relevant business line Export Experience Certified financial reports for the past 3 years (Annual turnover + annual profit + company’s own capital) References, 3 recent contracts, goods/services supplied, dates and client details Quality Certification ----------------- General Terms and Conditions Supplier Code of Conduct

46. Anti-personnel mines Child labour UN officials not to benefit Publicity, and use of the name, emblem or official seal of the United Nations Your company… is not the 1267 List and/or the Oil for Food List not currently removed, invalidated or suspended by any UN organizations (including the World Bank) has no outstanding bankruptcy, judgment or pending legal action do not employ, or anticipate employing, any person(s) who is or was recently employed by the UN Agree to cooperate with the United Nations Office of Internal Oversight Service if required

47. Procurement activities of the UN system are based on the following principles: Advancing the interests of the organisation Obtaining value for money Ensuring probity through inter alia, fairness, integrity, transparency and effective competition Accountability for outcomes These Common Guidelines cover procurement stages from sourcing to execution of a procurement contract

48. the value of the procurement the nature of the goods and services to be procured critical dates for delivery

49. Up to 30,000 USD ** - Informal, simplified acquisition procedure - Requests for Quotation (RFQ) - Lowest priced, technically acceptable bidder or best value bidder (evaluated). Above 30,000 USD** - Invitation to Bid (ITB) and Request for Proposal (RFP) - Open and formal: advertised (on the web) generally larger shortlist (minimum 6 potential bidders, 3 to comply) - Public bid opening - Review and Recommendation by Contract Committees ** Thresholds vary

50. Formal procurement method: ITB/RFP RFQ – Request for Quotation, Up to USD30,000 Informal Used for Goods and Services Identify potential Suppliers Obtain and Document 3 Quotations Contract approval process Evaluation Bid Receipt & Opening Advertisement Preparation of formal solicitation documents Contract award ITB Invitation to Bid, Over USD30,000 Used for Goods and Civil Works RFP Request for Proposal, Over USD30,000 Used for Services (can incl. Goods) Separate Evaluation Separate Bid Receipt & Opening Tech & Fin Advertisement Preparation of formal solicitation documents Contract approval process Contract award Lowest Priced Compliant Bidder Best scored bidder Post Qualification/ Pre-shipment Inspection ‘Shopping’ Less than USD2,500 Prequalification Expression of Interest Lowest Price

51. Expression of Interest Used as part of market research Identifying and prequalifying suppliers Keep abreast with new developments Does not necessarily result in procurement Prequalification Can form part of ITB/RFP Used for high-risk goods such as pharmaceuticals, condoms Used for where high impact if delivery fails, such as elections Confirming manufacturing, quality standards, other issues i.e. child labor Very specialised for pharmaceuticals Post Qualification/Preshipment Inspection Used as part of testing pre-contract stage Ensuring equipment works under special conditions

52.  Long Term Agreement (LTA)/Frame Agreement - Based on ITB or RFP process - 2-4 years period - Potentially more than one LTA for same goods/service - single tendering exercise reduces administrative effort - the supplier benefits in terms of continuity of supply  Direct Contracting Exception to the rule In case of extreme emergency Sole source If competitive bidding process has failed for valid reason Very stringent controls and has to be well justified In addition...

53.  Competitive suppliers of previous procurement ―Past performance  Suppliers of the required goods or services, found on the UN Global Market ―Codification  Through calls for Expression of Interest (EOI) ―Notices  Search of World Wide Web  Trade Missions, Chambers of Commerce  Exchange with other UN Agencies How are vendors shortlist compiled? (Sourcing)

54. Evaluation Criteria  Acceptance of UN payment terms, terms & conditions, contract template, liability, legal capacity, etc.  Technical Requirements  Delivery Terms (INCOTERMS 2000)  Delivery Time  Recognized International/National Standards  Supporting Documentation  Proven Production Capacity & Financial Strength  Warranty Conditions  Appropriate After-sales Service  Previous Contract References  Price

56. Address to specific agency/organisation via e-mail or post (Procurement Officer) Provide complete contact details of your company and key staff members Short introduction to your company (years in business, key areas of expertise) Present your goods and services, references, export experience and details of countries in which you have exported too Confirm that you have registered and have been accepted as a potential supplier, UNGM Ref. No. Additional documentations, i.e. certification, environmental policy, etc Another tip … English on your website!

57. Register with only with agencies that you know are likely to need your goods and services Pay attention to requirements for registration such as additional questions and requirements Provide all required documentation (financial statements, certification, etc.) Pay attention to details: e-mail addresses, UNCCS and key words Follow up once your registration has been submitted

58. UNGM and Agencies’ websites (Tender Alert Service) Start with UN agencies in countries where you have experience or are situated Always respond to Invitations to participate or Expressions of Interest Market your goods and services Introducing new ideas …

59. Ensure that you include all items as requested Never change the format Follow instructions carefully Etc…

60. Incomplete documentation will lead to disqualification your bid... Company registration Export Licence Quality certification * Ensure that copies are validated

61. Always present bid in requested language Ensure that other documentation is also in required language (validated if translated) Formal authorisation to represent manufacturers are required for traders Person representing company need to be authorised too 10 Common (and sometimes fatal) mistakes

62. Corrections and changes need to be initialed Mistakes in calculations, unit price prevails The written words will prevail

63. A guarantee from the bank of the supplier to fulfill obligations Critical to meet the minimum specifications Clearly state other deviations from requirements

64. Specifically related to: Manufacturing of landmines Child labour Restrictions from other UN agencies

65.  Extensive market research ―Use documentation, look at websites  Identification of relevant UN Organization ―Match capacity and requirements  Registration ―UNGM  Thorough information about procurement ―Principles, procedures  Obtain systematic / regular information about current procurement activities / opportunities (TAS)  Patience and perseverance!