How the United Nations does Business Procurement Orientation in China 19 September 2003 Procurement Division United Nations Loida Madrigal

THE UNITED NATIONS SYSTEM

 The United Nations is made up of a variety of organisational entities (agencies, organisations, commissions, programmes, funds, etc).  Each entity has a distinct and separate mandate (covering the political, economic, social, scientific and technical fields). THE UNITED NATIONS SYSTEM

EACH ORGANISATION……  has its own special requirements for goods and services  conducts its own procurement activities  follows its own procurement rules and regulations  constitutes a separate and distinct customer

THE PORTAL TO UN AGENCIES PROCUREMENT WEBSITES

DOING BUSINESS with the UN SYSTEM OF ORGANISATIONS  Please note that NOT all UN Organisations subscribe to the UNCSD

 Identify the Organisation that has a need for your product or service  Target your customer THE UNITED NATIONS SYSTEM

THE UNITED NATIONS PROCUREMENT DIVISION

THE PROCUREMENT DIVISION SERVES THE NEEDS OF……  The Secretariat  Peacekeeping Missions  Offices Away from Headquarters (OAHs) United Nations Procurement Division

UN Peacekeeping Missions UN Economic and Social Commissions International Criminal Tribunal PROCUREMENT DIVISION CLIENTS

Type of Commodities Purchase in 2002 TOTAL Air Transportation Services$234,293,214 Chemical & Petroleum Products $64,447,697 EDP Equipment and Maintenance Services $44,608,439 Food Rations & Catering Services$44,198,290 Real Estate Rental & Lease$38,328,054 Motor Vehicles/Parts and Transportation Equipment $38,166,618 Telecommunication Equipment & Services$32,924,056 Airfield Operations$30,908,680 Architecture, Engineering & Construction Related Services$28,090,591 Freight Forwarding & Delivery Services$24,417,780 Travel and Related Services $23,575,303 Prefabricated Buildings$23,499,338 Inspection and Related Services$16,578,024 Cleaning and Waste Disposal Service $15,654,095 Building Management & Maintenance$14,857,590 Electrical Apparatus and Electronic Component $13,418,032 Maintenance & Repair Services $12,860,052 Generator Sets$9,482,034 Tools & Hardware$7,882,587 Office and Accounting Equipment $7,110,625 Others$87,320,840 GRAND TOTAL: $812,621,940 United Nations Procurement Division

REGISTRATION MATERIAL……  can be downloaded from our Web Site  or can be obtained from Vendor Registration Procurement Division Tel: Fax: The United Nations Procurement Division

REGISTRATION PROCEDURE……  It is imperative that the CORRECT COMMODITY/SERVICE IDENTIFICATION CODE is used.  If in doubt, please ask! United Nations Procurement Division

 Normally only registered vendors are invited to submit an offer.  It is important to respond to ALL invitations to tender.  Monitor the web site for ‘Expressions of Interest’ in your area of expertise. United Nations Procurement Division

PROCUREMENT REQUIREMENT ENSURE MARKET MONITORING FACILITATE STANDARDIZATION CONSOLIDATE PROCUREMENT PRODUCT SPECIALISTS The United Nations Procurement Division

United Nations Procurement Division  RFQ: Request for Quotation, from at least three suppliers, in writing. Used for low value procurement, usually local due to delivery costs.  ITB: Invitations to Bid are used when the Specification or Scope of Work can be defined in detail and, provided that the bidder meets that technical requirement, the lowest priced bid wins.  RFP: Requests for Proposal are used where the requirement may be achieved in more than one way and the UN is therefore seeking proposals that will be evaluated on technical and operational content as well as financially. Therefore price is but one significant factor in evaluating and selecting the winner. Bidding Process

 At UN Headquarters  Under $25,000: RFQ to at least three suppliers, in writing.  Over $25,000: ITB or RFP sent to all firms registered for the relevant commodity or service.  Up to $200,00: Contracts and Purchase Orders are placed directly under the authority of the Procurement Division (PD).  Over $200,000: Contracts and Purchase Orders are placed by PD after review and advice of an inter- departmental Committee on Contracts.  Procurement in the Field  As above, at the delegated financial thresholds for each Peacekeeping Mission, Tribunal and Office away from Headquarters (OAH). Award Thresholds United Nations Procurement Division

THE UNITED NATIONS PROCUREMENT DIVISION SUMMARY……  Treat each organisation as a separate customer  Register with each organisation  Respond to all tender invitations  Monitor the various UN web sites  Find out what products and services the local UN offices, missions and projects procure  Consult with your local UN offices

OUR WEB ADDRESS…… United Nations Procurement Division