Frequently Asked Questions
: Clients
-
Why should our organization use UNFPA’s
procurement services?
-
What mechanisms has UNFPA put in place in order to assure
high quality control?
-
Who is eligible to use UNFPA’s external
procurement services?
-
I am interested in placing an order
with UNFPA, what do I need to do?
-
Does this mean that my organization has to pay
for the commodities in advance, before the order is issued?
-
What if the actual cost of the
commodities turns out to be more/less expensive than the
amount transferred?
-
If my organization places an order with UNFPA, who will arrange
for insurance coverage?
-
Can the organization I am representing place an order with
UNFPA and arrange for the transportation
ourselves?
-
Does UNFPA charge a handling fee?
-
How long will delivery take?
-
How does the GCCP work?
UNFPA has been procuring contraceptives and
related commodities for more than 30 years. Our solid track record
and extensive experience in this area in combination with the
significant volume of contraceptives procured annually allows
us access to the most favorable international pricing. As the
leading procurement agency for contraceptives, we extend our services
to ensure that partners in development can benefit from our knowledge
base and market influence.
 top
Quality Assurance’ of product and of manufacturing
processes is of outmost importance in the procurement of condoms
and other contraceptives. UNFPA procurement unit has established
procedures for ensuring that the commodities they supply live
up to the highest international standards at all times.
For this purpose, we require manufacturers of
condoms and IUDs to undergo a pre-qualification process before
they can compete for contracts.
The evaluation process involves three main
steps (see attachment for criteria)
-
Technical
Evaluation: Certificates of standards and of registration
are examined to determine if the requisite National Licenses
has been obtained and also to verify the attainment of international
manufacturing (process) and product (quality) standards.
In
particular, we require the following documentary evidence:
-
Certification
of qualified manufacturing processes {GMP/ISO 9001-2/EN
46001-2}
-
Current
Applicable National Registration {MOH or other}
-
Certificate
showing compliance in accordance with WHO/UNAIDS 98
specifications
-
Factory
Inspection: UNFPA also organizes inspections audits of
new manufacturers to ascertain
the quality of their products and their ability to produce
homogenous lots of contraceptives.
-
In
addition to above, we sample and test every batch of condoms
manufactured against an order
placed by UNFPA to assess conformity to WHO/UNAIDS standards
before shipment.
Sampling and testing of IUDs to test physical
attributes and sterility of package are conducted on a random
basis.
UNFPA buys injectables and pills from internationally
recognized manufacturers with relevant FDA approval or equivalent
certification who are licensed both in the country of operation
and in the country of supply. Whenever we have bought any of these
commodities from less well know sources, UNFPA has contracted
international testing laboratories to sample and test every batch
produced against our contracts before shipment. Currently, we
are discussing whether to start conducting random sampling and
testing on a systematic basis also of these products.
top
All public sector entities such as Governments,
Non-Governmental Organizations, other UN Agencies, funds and programmes,
International Financial Institutions etc. as long as the supplies,
equipment and/or services requested are required for purposes
related to UNFPA activities and are consistent with the aims and
policies of UNFPA.
top
Submit a request (by fax or electronically)
detailing types and quantities of the commodities you require.
Click on request form for details.
Based on your request, UNFPA will send you a pro forma invoice
with a cost estimation along with our banking details for your
consideration and ask you to sign a Memorandum
of Understanding outlining UNFPA’s procurement terms and conditions.
As soon as UNFPA receives an original copy of the signed MOU and
the payment, UNFPA will issue the orders to the respective suppliers.
top
Yes. UNFPA requires full advance payment for
all clients with the exception of certain UN clients with whom
we have special procurement agreements.
top
If the actual cost of the commodities is more
expensive than what was estimated (and paid), UNFPA will issue
a “final invoice” asking your organization to make an additional
transfer of the outstanding balance. If actual cost is less expensive,
UNFPA will return the unspent funds to your organization upon
completion of the procurement transactions and upon your request.
top
All orders issued by UNFPA are automatically
covered by UNFPA’s insurance policy.
top
Yes. UNFPA can procure commodities on behalf
of your organization on Ex-works/FOB/FCA terms.
top
Yes. UNFPA charges a 5% handling fee on top
of the total CIF/CIP order value to cover its administrative costs
involved for the reimbursable procurement services.
top
Depending on the urgency involved, number and
types of commodities requested and the time of the year, the delivery
lead times vary substantially.
For urgent requests, UNFPA has developed the
Global Contraceptive Commodity Programme (GCCP). The GCCP is a
mechanism that allows UNFPA to keep buffer stocks of essential
contraceptives and Reproductive Health Kits at suppliers’ premises,
which enables UNFPA to respond immediately to emergency requests
from developing countries.
Under normal circumstances, the lead-times for
contraceptives are as follows:
| Condoms |
24 |
Disposable supplies |
12-20 |
| Injectables |
10 |
Medical
kits & equipment |
20 |
| Orals/Pills |
12-20 |
|
|
| IUDs |
16 |
|
|
| Spermicides |
20 |
|
|
| Implants |
20 |
|
|
top
Click here for information
on the GCCP programme.
Back to top
|
