DOING BUSINESS WITH THE UNITED NATIONS (UN)

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20 Νοε 2013 (πριν από 4 χρόνια και 1 μήνα)

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DOING BUSINESS WITH
THE UNITED NATIONS
(UN)


Kerry Kassow,
High Level Committee of Management’s

Procurement Network (HLCM PN)


Agenda


HLCM Procurement Network


UN Procurement & Statistics


UN System of
Organisations


Supplying the UN


Finding Information


UNGM


General UN Procurement Procedures


Practical Tips


High Level Committee of Management’s
Procurement Network

The Procurement Network
-

Heads and Directors of
36

UN Agencies. Focuses on:


Increased Access for Suppliers


Business seminars


Special focus on suppliers from developing
countries


Harmonisation


Supporting
harmonised

UN
Procurement


Sustainable Procurement


Guidelines on
IT, Furniture, Cleaning
Products
,
Catering
,
Vehicles etc.


Sustainable
Procurement
Guide


Advisory Services



Professional Development


Recognition of procurement as strategic
function


Professional
Certification


Knowledge
Sharing


Vendor Management (UNGM)


UN Global Marketplace =
Common UN
Procurement Portal


Special Projects




UN Procurement & Statistics



Procurement & United Nations ultimate
goals


The UN is committed to sustainable and
equitable development


World leaders and the UN have formed a
global partnership to reduce extreme poverty
with a deadline of 2015


a number of targets
known as the Millennium Development Goals

Procurement & United Nations ultimate
goals

Procurement & United Nations ultimate
goals


The UN is committed to sustainable and
equitable development


World leaders and the UN have formed a
global partnership to reduce extreme poverty
with a deadline of 2015


a number of targets
known as the Millennium Development Goals


The UN Secretary General has asked all UN
agencies, funds and
programmes

to become
climate neutral and “go green”


Procurement is now
recognised

as a relevant
component of the common effort towards
sustainability

The UN Global Compact and the
Supplier Code of Conduct



The UN strongly encourages all vendors to actively participate
in the
Global
Compact


The Global Compact promotes principles of human rights,
labour
,


environment and anti
-
corruption


www.unglobalcompact.org





The

UN supplier Code of Conduct
spells out the principles that should
inspire the business practice of
suppliers


The UN Supplier Code of Conduct provides the minimum standards


expected of suppliers to the UN



Reaching the standards is a dynamic process; suppliers are encouraged to
continually improve their workplace conditions



Total UN procurement of goods and
services 2008
-
2012


-
2,000
4,000
6,000
8,000
10,000
12,000
14,000
16,000
2008
2009
2010
2011
2012

6,840


7,403


7,469


7,210


8,564


6,754


6,394


7,075


7,066


6,808

Goods
Services
USD Million

14.54

13.80

13.59

10.11

15.37

Procurement volume of the 10 principal UN
agencies 2012

0
500
1000
1500
2000
2500
3000
3500
2011
2012
3,174

2,872

2,484

2,457

740

690

635

562

335

292

USD Million

10 major countries of supply to the UN
System 2012

-
200
400
600
800
1,000
1,200
1,400
1,600

1,048


103


638


354


46


96


186


229


323


353


449


772


55


257


563


349


251


202


94


50

Goods
Services
USD Million

Major items procured by the UN System

Goods


Food & Nutrition



Pharmaceuticals
& vaccines



Motor
vehicles &
parts


Textiles
, incl. clothing, tents,
blankets, mosquito nets etc.



Medical
, lab. & hospital
equipment



Computer
& IT equipment, incl.
software



Petroleum
& fuel products



Books
, paper, office stationery &
supplies


Furniture

Services


Transport services


Construction, engineering and
architectural services


HR, consultants and project staff


Building & machinery
maintenance & repair


Travel


Leasing & rental services


Computer & IT services


Financial & auditing services


Management services &
consultancy

UN procurement from Latvia

0
0.5
1
1.5
2
2.5
2009
2010
2011
2012
Goods
Services
2.049

1.685

Agencies buying from
Latvia


(USD Million) 2012



UNDP

1.924


WFP

.169


IAEA .074


UNICEF

.048


UNESCO .037

USD Million

2.313
=

0.02%

2.351




UN System of
Organisations



UN System of Organisations


The United Nations is not a single
organisation

but is in fact
made up of a variety of
organisational

entities (agencies,
organisations
, commissions,
programmes
, funds, etc)



Each

organisation is a
market

in
itself

and has a
different

function
,
its

own

characteristics

and
requirements

i.e.
UNICEF, WFP, UNHCR



Important

to recognise the above if you wish to do business
with the UN as each organisation has its own
procurement

department
, and processes and procedures may differ slightly




Supplying the UN



Are you ready to supply the UN
?


Market knowledge (UN structure and culture)


Suitable products/services


Export experience/references


Languages


Competitive prices


Networks/partners (country knowledge, after
-
sales
services etc.)


Capacity

(financial, personnel)


Intercultural skills


Flexibility


Accuracy


Persistence and patience

Step
-
by
-
step towards success


Extensive market research


Identification of relevant UN Organisations


Registration


Establish personal contacts


Thorough information about procurement practices


Obtain systematic/regular information about current
procurement activities/opportunities


Bid according to tender documents/rules


Observe norms and standards


Seek clarification


Performance




Finding Information



Web
-
based information

UN Procurement’s single commercial and procurement portal:

United Nations Global
Marketplace
(UNGM)


www.ungm.org

Business information


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



The General Business Guide




Lists all UN
Organisations
, fields of activity,
procurement activities and requirements and
registration procedures


Available from www.ungm.org





Register as a Potential Supplier



The UN Global Marketplace (UNGM)


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 20+
UN Agencies using
the UNGM as their supplier roster





introduce your goods and services to many UN
organisations
, countries and regions by

only
completing one registration form.



The UN Global Marketplace (UNGM)


Free of charge


Can ’save’ and return to the registration process


Subscribe

to Tender Alert Service (over 25 new
Procurement Notices posted daily)


Help?
registry@ungm.org





UN Procurement Procedures



Common Guidelines for UN Procurement

Procurement activities of the UN system are based on the

following:


The objectives of the UN Organisation


Fairness


Integrity & accountability


Transparency


Effective competition


Best value for money


The common guidelines cover procurement stages from

sourcing to execution of a contract
-

www.ungm.org

Common General
T
erms & Conditions


Cover both the procurement of goods and the
contracting of services


Most provisions are common within the UN system


some may vary in text depending on agency
requirements


Potential suppliers are encouraged to familiarise
themselves with the UN General Terms & Conditions.


Available at
www.ungm.org


How is the procurement method decided?


the value of the procurement


the nature of the goods and services to be procured


critical dates for delivery

Types of solicitation

Expression of Interest (EOI)
-

interested suppliers
requested to provide information on their products,
resources, qualification etc.

Req
uest for Quotation (RFQ)
-

less formal solicitation
used for lower value procurement (
<

USD 100,000*)

Invitation to Bid (ITB)
-

formal solicitation method for
well
-
defined goods (or services); contract award is
based on lowest acceptable
bid (> USD
100,000
)





*
Thresholds
may vary

Types of solicitation

Expression of Interest (EOI)
-

interested suppliers
requested to provide information on their products,
resources, qualification etc.

Req
uest for Quotation (RFQ)
-

less formal solicitation
used for lower value procurement (i.e. USD 30,000 *)

Invitation to Bid (ITB)
-

formal solicitation method for well
-
defined goods (or services); contract award is based on
lowest acceptable
bid (> USD
100,000
)



Evaluation Criteria for Invitations to Bid (ITB)


Bids are always evaluated according to the principle
of …



“lowest price

meeting technical specifications

and stated requirements”


Types of solicitation

Expression of Interest (EOI)
-

interested suppliers
requested to provide information on their products,
resources, qualification etc.

Req
uest for Quotation (RFQ)
-

less formal solicitation
used for lower value procurement


(USD 5,000
-
100,000*)

Invitation to Bid (ITB)
-

formal solicitation method for well
-
defined goods (or services); contract award is based on
lowest acceptable bid (> USD 100,000)

Request for Proposal (RFP)
-

formal solicitation,
generally for services, whereby the contract award is
based on a combined (weighted) evaluation of both the
technical solution and
price (> USD
100,000
)



*
Thresholds
may vary

Types of solicitation

Expression of Interest (EOI)
-

interested suppliers
requested to provide information on their products,
resources, qualification etc.

Req
uest for Quotation (RFQ)
-

less formal solicitation
used for lower value procurement (i.e. USD 30,000 *)

Invitation to Bid (ITB)
-

formal solicitation method for well
-
defined goods (or services); contract award is based on
lowest acceptable bid.


Request for Proposal (RFP)
-

formal solicitation whereby
the contract award is based on a combined (weighted)
evaluation of both the technical solution and price.


*
Thresholds
may vary

Evaluation Criteria for Requests for Proposal (RFP)




Always evaluated according to the principle of
best


value



Best value: best overall benefit,
both technically


and financially





Lowest cost may not necessarily be best




value for money


The

evaluation

criteria

are

set

out

in

the

RFP


Generally, the technical proposal will be given
6
0%
-
7
0% of the overall score, and
3
0%
-
4
0% will be given to
the financial proposal

Thresholds/Types of solicitation

Up to 100,000
USD
*


-

Informa
l, simplified acquisition procedure

-

Requests for Quotation (RFQ
)

-

Minimum 3 responsive quotes recommended

-

Lowest priced, technically acceptable bidder or best value


bidder (evaluated).

Above 100,000 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

-

CPO approval after review and recommendation by
Contract Committees


*
Thresholds
may vary

In addition . . .

Long Term Agreement/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


Evaluation Criteria


Acceptance of UN payment terms, terms &
conditions, contract template, liability, legal
capacity, etc.


Technical Requirements


Delivery Terms


Delivery Time


Recognised

International/National Standards


Supporting Documentation


Proven Production Capacity & Financial Strength


Warranty Conditions


Appropriate After
-
sales Service


Previous Contract References


Price


How are vendors identified?


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


Databases
e.g
.
Kompass
, DACON


Trade Missions, Chambers of Commerce


Exchange with other UN Agencies


Practical Tips

General


Always respond to bid invitations


if you cannot submit
an offer, inform accordingly

Bid Preparation


Study bid documents, conditions and requirements
carefully


Ask for clarification if uncertain


Ensure that your offer meets ALL bidding requirements


Technical specifications


read carefully and meet
minimum requirements


Quality statements


international/national standards

Practical Tips


Alternative proposal may be provided, in addition to
what is being asked for


Submit bid, catalogues etc. in requested language


Prepare bid to facilitate work of procurement officer
-

requested format, use submission forms

Bid Submission


Meet deadline


Attend public bid openings, whenever called

Remember


Learning process


Thank you!


Contact:
kerry.kassow
@undp.org