UN Procurement

How to Do Business with UN Procurement Division

United Nations Procurement Division
The United Nations Procurement Division (UNPD) is responsible for purchasing a wide variety of equipment, goods and services for the UN Headquarters in New York, peacekeeping missions throughout the world, regional commissions, tribunals, special missions and certain other UN Organizations.

The broad range of this procurement includes air transportation, motor vehicles, food and catering services, computers and data processing, printing services, and office supplies, to name but a few.

It is important to note that the Procurement Division (PD) does not make purchases for the entire UN system, though the UN Organizations adopt where possible common service contracts. Specialized Agencies, Funds and Programmes, such as the UN Development Programme, UNICEF and the World Health Organization, are responsible for their own procurement activities and operate in accordance with their own procurement policies. To obtain more information about doing Business with the United Nations System of Organizations please visit the following website http://unbiz.un.int.

Registration
It is the policy of the UN to have as wide a database of suppliers as possible, from all its Member States and Observers. In order to do business with the UN, it is necessary to register as a potential supplier with the Procurement Division. Invitations to tender are sent only to registered vendors.

Registration is a simple process. A registration package can be mailed to interested vendors upon request or can be downloaded from the Procurement Division's web site at <www.un.org/depts/ptd>. The package may also be requested by sending an email to <register@un.org>. Page 5 provides a listing of the goods and services typically purchased by the UNPD. This may be used as a reference for determining the relevance of one's own goods and services for doing business with the UNPD.

Upon receipt of the completed and signed application, each will be promptly evaluated and all applicants will be informed of the results. The criteria for registration include the relevance of the goods and services to the UN's needs as well as international business experience and financial stability of the company.

If the answers to your questions about doing business with us are not in this booklet, nor at the PD website, then please contact our Help-Desk directly. You can fax the PD Help-Desk on (212) 963-6315, send an e-mail to <PD_Registry@un.org> or call us at (212) 963-9350 or (212) 963-6251. If we can, your question will be answered by return, or you will be put in touch with the officer concerned with your product/service category.

The Competitive Bidding Process
United Nations Procurement is based on competitive bidding. Bids are obtained by means of formal tender. There are three (3) types of solicitation documents issued in PD to fulfill a procurement requirement. While each of the documents referred to hereunder contains the necessary information to submit a suitable offer, they will vary in accordance with the nature of the requirement and the estimated monetary value. All solicitation documents normally provide for generic specifications.

Request for Quotation (RFQ)
An RFQ is an informal invitation to submit a quotation, usually associated with requirements having an estimated procurement value of under $25,000.00. Prices, and other commercial terms and conditions are requested and award is made to the lowest priced technically acceptable offer.

Request for Proposal (RFP)
An RFP is a formal request to submit a proposal, usually associated with requirements for services, which can not be clearly or concisely defined, with an estimated procurement value of over $25,000.00. Price is only one of several factors comprising the evaluation criteria. Award is made to the qualified bidder whose bid substantially conforms to the requirement set forth on the solicitation documents and is evaluated to be the lowest cost to the UN.

Invitation to Bid (ITB)
An ITB is a formal invitation to submit a bid, usually associated with requirements that are clearly and concisely defined, with an estimated procurement value of over $25,000.00. Normally price is the sole determinant in making an award. Where all technical criteria are met, award is made to the lowest bidder.

Public Openings
The Procurement Division conducts formal openings of sealed bids and proposals, and companies having submitted offers may send representatives to attend these openings in PD's offices. Trade representatives from national missions to the United Nations are also invited to attend the public openings on behalf of a participating firm. In public openings of BIDS, prices, terms and conditions offered are read aloud. As price is only one of several determining factors, only the name of the company is conveyed in public openings of PROPOSALS.

Information about upcoming requirements is posted on PD's web site under the heading 'Expressions of Interest'; hence interested companies may submit their desire to participate in a particular solicitation. Please refer to the Procurement Division's organizational chart for relevant contact information.