1. DOING BUSINESS WITH THE UN Rafael de la Cuadra February 2010

2. The UN system

3.  The United Nations is made up of a variety of organizational entities: Specialised Agencies, Funds & Programmes Secretariat: UNHQs, Offices Away From Headquarters, commissions, tribunals and field peacekeeping missions.  Each organization has a distinct and separate mandate covering the political, economic, social, scientific, humanitarian, and technical fields.

5. SECRETARIATTRUSTEESHIP COUNCIL INTERNATIONAL COURT OF JUSTICE UNRWA UNIDIR MONUC UNMEE UNAMSIL MINURSO UNTAET UNMOGIP UNMIBH UNFICYP UNOMIG UNMIK UNMOP UNDOF UNIKOM UNIFIL UNTSO MINURCAT UNAMID PEACEKEEPING MISSIONS ICTR / ICTY SECURITY COUNCIL ECA ECE ECLAC ESCAP ESCWA REGIONAL COMMISSIONS UNICEF UNDP UNHCR UNU UNCTAD UNITAR UNDCP INSTRAW UNEP WFP UNFPA UNICRI OHCHR UNCHS UNOPS UNSSC UNRISD FUNDS & PROGRAMMES ILO FAO WTO UNESCO ICAO ITU IMF WMO IMO IFAD WIPO UNIDO WHO World Bank UPU IAEA OPCW CTBTO SPECIALIZED AGENCIES ECONOMIC AND SOCIAL COMMISSION GENERAL ASSEMBLY

6. www.iaea.org International Atomic Energy Agency www.ilo.org International Labour Organisation www.intracen.orgInternational Trade Centre www.unesco.orgUN Educational, Scientific and Cultural Organization www.unfpa.org UN Populations Fund www.unhcr.chUN High Commissioner for Refugees www.unicef.orgUN Children’s Fund www.unido.orgUN Industrial Development Organisation www.unops.org UN Office for Project Services www.undp.org UN Development Program www.un.orgUN Secretariat www.unrwa.org UN Relief and Works Agency www.wfp.orgWorld Food Programme www.wipo.intWorld Intellectual Property Organisation Useful General Addresses

7. EACH ORGANISATION…… has its own specific 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 has its own tempo, portfolio, specific characteristics YOU MUST LEARN ABOUT IT …… Overview

8. Major Items procured by the UN procurement system Goods Food Pharmaceutical Supplies Vehicles Computers and Software Shelter and Housing Telecommunications Equipment Laboratory Equipment Chemicals (POL) Building Materials Services Security Services Outsourced Personnel Services Engineering Services Construction Corporate Services Freight Services Printing Services and Equipment Rental Consultancy Services Telecommunication Services

9. How to Identify Business Opportunities

10.  Market and portfolio knowledge 1.Building capacity, programmes, etc.  Export experience / references 1.Global and/or Local operation  Languages  Competitive prices/quality, operational and emergency or humanitarian requirements Are you ready to supply to the UN procurement system (1/2)? Or pre- registration process

11. Are you ready to supply to the UN (2/2)? Or pre-registration process  Country knowledge, after sales services  Capacities: Financial, personnel, equipment 1.Mobilization 2.Acquisition project size  Persistence, endurance, patience  Supplier code of conduct: http://www.un.org/depts/ptd/pdf/conduct_english.pdf  Analysis, feedback and adjustment

12. Step-by-Step Towards Success (1/2) Or post registration process  Your continued personal market research: Planning acquisition, contract award, UN information  Identification of relevant UN Organizations: Match capacity and requirements....... Re-adjust if necesssary  Thorough information about procurement: Principles, procedures, T&C, etc.  Obtain systematic / regular information about current procurement activities / opportunities: Keep yourself up-to-date and update regularly your vendor profile

13. Step-by-Step Towards Success (2/2) Or post registration process  Bid according to tender documents & instructions 1.Administrative mistakes: rejection, late bid 2.Observe international norms and standards or equivalent 3.Seek clarification in case of questions 4.Obtain debrief for your strength & weakness 5.Recommended highest standards and values

14. Overview of UN Procurement System Procedures

15. Common Guidelines for UN Procurement system Procurement activities of the UN system are based on the following principles:  The objectives/needs of the UN Organisation  Fairness, integrity & transparency through international competition  Economy & effectiveness  Best value for money These Common Guidelines cover procurement stages from sourcing to execution of a procurement contract

16.  Competitive suppliers of previous procurement exercises  Past performance  Suppliers of the required goods or services, found on the UN Global Market (UNGM)  Codification (UNCCS) Automatic tender reference for UN Procurement Division  Through calls for Expression of Interest (EOI)  Search of World Wide Web  Trade Missions, Chambers of Commerce  Information exchange with other UN Agencies How are vendors are selected ? (UN sourcing)

17.  Expression of Interest (EOI) Written communication by a supplier to provide information about its products, resources, qualifications and experience  Request for Quotation (RFQ) Less formal solicitation, low value, standard specifications, readily available on the market (off the shelf)  Invitation to Bid (ITB) Formal solicitation, lowest evaluated price, administrative and technically compliant  Request for Proposal (RFP) Formal solicitation, requirements possibly met in a variety of ways, overall best solution will win the award (combining technical solution, risk and price considerations) -- not necessarily the lowest price Types of Solicitation

18.  Up to [30,000 USD] - Local, informal, simplified acquisition procedure - Requests for Quotation (RFQ) 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) - Public bid opening Contract award – Contract authority -Review and recommendation by independent body for higher value contracts Thresholds/Award for types of solicitation

19. Bid Evaluation Criteria (not exhaustive list)  Acceptance of UN payment terms, terms & conditions, contract template, liability, legal capacity, etc.  Delivery Terms (INCOTERMS 2000)  Delivery Time  Technical Requirements  Recognized International Standards or similar  Supporting Documentation  Proven Production Capacity & Financial Strength  Warranty Conditions  Appropriate After-sales Service  Previous Contract References  Price (life cycle cost)

20.  UN General Clauses Conditions of Contracts (2008) for Goods, Services, Combination, Construction  Most provisions are common within the UN procurement system, however some provisions may vary in text depending on individual agency requirements.  Potential suppliers are encouraged to familiarise themselves with the UN Terms & Conditions (UNGCC) 1.Immunity & Privileges 2.Bid and Performance bonds  UN Supplier Code of Conduct Common General Terms & Conditions

21. THANK YOU FOR YOUR ATTENTION Contact details: rcuadra@fevec.comrcuadra@fevec.com