Step-by-Step Guide to Bidding

This guide provides crucial insights into how to successfully participate in UN procurement processes and win contracts. Understanding the steps involved, from preparation to delivery, is key to aligning with the UN’s procurement requirements and increasing the chances of success.

Once a company decides to participate, it is essential to understand the roles and responsibilities of both the UN organization and the bidding supplier during the procurement process. Below is an overview of the official UN procurement process and the supplier sales process, with practical advice on how to navigate each step.

The UN Procurement Process

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The official UN procurement process includes several steps where both the procuring UN organization and the bidding supplier participate:

  1. Tender Alert: The UN organization publishes a tender notification.
  2. Invitation to Bid: Qualified suppliers are invited to participate.
  3. Bid Submission: Suppliers submit their bids, adhering to the specified format and criteria.
  4. Evaluation: The UN evaluates bids based on technical and financial criteria.
  5. Contract Award: The contract is awarded to the supplier offering the best value for money.

For more details on the UN procurement process, refer to the Procurement Overview.

The Supplier Sales Process

The supplier's sales process involves five key steps, each critical for maximizing the chances of success:

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  1. Evaluating Opportunities Preparation begins with evaluating procurement opportunities:
  • Analyze Statistics: Use UNGM to review data on the most procured products and services, top suppliers, and past contracts.
  • Identify Relevant Tenders: Focus on tenders aligned with your product or service area.
  • Understand Competition: Research competing suppliers and their offerings.
  1. Creating an Opportunity Capture Plan Developing a detailed plan is essential to ensure alignment with the UN’s specific requirements:
  • Understand Requirements: Familiarize yourself with the tender’s product, packaging, and delivery specifications.
  • Map Stakeholders: Identify decision-makers, procurement officers, and relevant liabilities or codes of conduct.
  • Adapt Offerings: Adjust your proposal to meet all requirements; non-compliance can lead to disqualification.
  1. Ensuring Prequalification Before bidding, ensure your company is eligible and prequalified:
  • Register on UNGM: Create an account and complete registration on the e-tendering platforms of relevant UN organizations.
  • Express Interest: Respond to tenders by expressing interest and providing required details, such as certifications or product samples.
  1. Engaging in Formal Bidding Participate in the bidding process by following these steps:
  • Understand Evaluation Criteria: Review the scoring matrix and requirements specified in the solicitation documents.
  • Formulate the Offer: Prepare a comprehensive bid, ensuring it adheres to the requested format.
  • Submit the Bid: Submit your bid according to the specified deadlines and formats. Respond promptly to any bid invitations.
  1. Delivering If awarded a contract, deliver according to the agreed terms and requirements. If not awarded, take these steps to improve future bids:
  • Request a Debrief: Learn from feedback to strengthen future submissions.
  • Understand Price Levels: Attend bid-opening sessions to gain insights into price expectations and adjust accordingly.

Q&A

  • What if our product or service is part of a package or we cannot bid directly?- There are three potential paths to follow if such a situation arises:
  1. Partner with suppliers already engaged with the UN to act as a sub-supplier.
  2. An existing supplier, such as a trading house, could also be a valuable partner. Trading houses are experienced in navigating UN procurement processes and often act as intermediaries, sourcing products and services on behalf of the UN.
  3. Collaborate with local partners who have expertise in the region’s language, culture, and market dynamics.
  • What should we consider when submitting a bid? There are several key factors to keep in mind when preparing and submitting your bid:
  1. Provide quality statements that align with international or national standards.
  2. Ensure all documents, catalogues, and bids are submitted in the requested language and format.
  3. Follow formatting and submission guidelines to facilitate the review process for procurement officers.
  4. Attend public bid openings when possible to gain insights into the process.
  • What are the different solicitation methods? The UN employs three primary solicitation methods depending on the nature and value of the procurement:
  1. Request for Quotation (RFQ): A less formal solicitation for procurements valued at USD 150,000 or less. Contracts are awarded based on the lowest acceptable bid that meets technical requirements.
  2. Invitation to Bid (ITB): A formal solicitation for procurements over USD 150,000 with clearly defined specifications. Contracts are awarded based on the lowest acceptable bid.
  3. Request for Proposal (RFP): A formal solicitation used for more complex procurements where requirements may vary. Contracts are awarded based on a combined evaluation of technical and financial criteria.
  • How does the evaluation process work? The evaluation process involves several steps to ensure fairness and transparency:
  1. Applications are assessed on best value for money, compliance with specifications, and financial viability.
  2. Evaluations use a scoring matrix defined in the RFP or ITB documents.
  3. Evaluation teams typically include members from the requesting unit and a neutral party, with larger contracts requiring additional authorizations.
  4. Proposals often go through three or four evaluation rounds before a decision is made.
  • What is important to consider when preparing the application for evaluation? Each evaluation round has specific requirements that must be addressed:
  1. During the first round, ensure all required documents, annexes, and signatures are included. Incomplete submissions are disqualified immediately.
  2. The second round focuses on the technical proposal. A minimum of 60 percent of the total technical score is required to proceed.
  3. The third round evaluates the financial proposal, ensuring it is sound and relevant.
  4. The final round selects the proposal that offers the best combination of technical and financial aspects.

Do you want to learn more? Explore “Events” for further learning opportunities.

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