16/09/2005

HOW TO ORDER UNICEF PROCUREMENT SERVICES

1. Once it has been determined that you meet
eligibility requirements, you may complete a
registration form and a request for cost estimate.
This should be returned, along with a brief
Project Description, to the contact address below
or to the Unicef Country Office for screening.
Check your eligibility before registering. Procurement
Services are only available to governments, non-governmental
organizations, United Nations agencies, international financial
institutions, philanthropic organizations and universities.
2. If you have established a policy of standardising
equipment, it is important to refer to our
Guidance Note on Standardisation for help in
preparing your submission.
The information required in the request form includes:
- A brief description of your programme needs, who the end-
user is, and the environment in which the supplies will be
used.
- Material numbers and item descriptions of the supplies
you require, identified from the Supply Catalogue online.
- Shipping information, and the supplementary services
required.
- Special requirements, such as labelling, packing language
or medicine registration, etc.
3. Once you submit your list of requirements, a
cost estimate for the supplies and services
you require is prepared and sent to you with a
letter of offer. The letter also outlines the
advance payment procedure.
The validity period of a standard MOUis ongoing, with a 90
days termination clause for both parties. English, French and
Spanish versions are available.
5. Upon receipt of your advance payment and a
signed MOU procurement activities
commence. An order confirmation is sent to
you.
6. Processing of your order begins. Once goods
are ready for shipment, Shipping notification
and Shipping Documents are sent to you to
enable Customs Clearance. Goods and
accompanying documents are then forwarded
to destination.
7. An arrival report should be filled out upon
receipt of goods, identifying any defects as
early as possible.
8. A final statement of accounts is sent to you
along with a customer survey form, for you to
complete and return.
The order confirmation provides information on the
availability and delivery details for your order. We endeavour
to keep you informed of progress in the delivery of your order.
Once your goods arrive, please send us confirmation of such
arrival and that you have cleared them from Customs.
Your final statement of accounts confirming your buffer
balance, is sent when UNICEF has paid the supplier and
freight invoices. The balance can be returned to you or reused
for new transactions.
4. To enable UNICEF Procurement Services to
proceed, a Memorandum of Understanding
(MOU) setting the terms for the transaction
relationship between you and UNICEF-SD will
be agreed. The MOU is signed by you and
Director of SD.
- The cost estimate contains price and delivery information
covering the supplies and services you have requested,
including freight and insurance costs.
- UNICEF is a non-profit entity and is required to cover its
costs through a handling fee applied to the offer. This fee
charged on the value of the product is 6% for Warehouse
items and 8% for non-Warehouse items. The minimum
charge is USD $300.
- A 10 per cent refundable buffer against market and
foreign exchange fluctuations is added. Any unused
balance is returned after the accounts are finalized, or can
be reused in a future transaction..
All forms and the Supply Catalogue are available online at www.unicef.org/supply, under
Procurement Services , Purchasing supplies or via the contact details below.
STEPS INSTRUCTIONS
CONTACT DETAILS UNICEF Procurement Services: telephone (+45) 35 27 35 27, fax (+45) 35 26 94 21,
email psid@unicef.org, or post: Procurement Services Centre, UNICEF Supply Division, UNICEF Plads,
Freeport, DK-2100 Copenhagen , Denmark.