Planning

The client prepares detailed and generic specifications (for goods), terms of reference (for services) or scope of works. At client request UNOPS can assist in this process.

The client explores cost estimates with the UNOPS operations centre, regional office or UNOPS headquarters.

All new requests should be submitted on the UNOPS request form and accompanying guidelines. Requests may be submitted by email, fax or mail to UNOPS country offices, regional offices or headquarters.

Cost estimate

UNOPS then screens the enquiry to assess issues such as eligibility for UNOPS Procurement Services and ethical concerns.

If the request is acceptable UNOPS prepares and sends an estimate to the client.

The estimate includes:

• Cost of goods or services
• Handling fee
• Freight and insurance costs
• INCOTERMS

If required goods or services are non-standard and therefore not already available using a Long-Term Agreement with suppliers UNOPS will conduct a bidding exercise before a cost estimate can be provided.

The bidding exercise can take 6–8 weeks, depending upon complexity and availability of detailed and generic specifications/terms of reference/scope of works.

Commitment

The client signs a memorandum of understanding (MOU) with UNOPS and transfers funds listed in the cost estimate to UNOPS.

The MOU contains:

• An outline of UNOPS Procurement Services processes
• Terms and conditions of the transaction(s)
• Validity and termination information for both parties

Procurement and delivery

Upon receipt of the MOU and the funds UNOPS procures and delivers the goods or services to the client.

Accounts settled

UNOPS makes final payments to the supplier(s) and freight forwarder.
UNOPS prepares a Financial Statement of Accounts and sends it to the client with any remaining balance.