Nonetheless, all stationery supplies, supplies for the UNON printing office and office equipment for needs of UNEP and UN-HABITAT Headquarters in Nairobi, including furniture, office automation, audio-visual, photographic, vehicles, reproduction as well as interpretation and communications equipment, are purchased by CPS based on the requisitioners' indication of the generic specifications of items required. Further, CPS also purchases equipment and other supplies for UN-HABITAT projects worldwide. The temporary services of individuals required by the organization from time to time may be obtained by their engagement as contractors under a contract entered directly with an institution or a company/corporation. The functions to be performed by the contractor shall be specified in the contract, which will contain a time schedule for their performance.

Contractual services with institutions, corporate bodes including feasibility studies, research, consultancy, expert services, as well as travel, shipping insurance and packing, maintenance services and other consulting services relevant to the work programme are retained wherever such expertise is not available in-house. UNEP has no technical cooperation programme, but the organization operated a number of joint projects dealing with various aspects of environmental activities, vis-a-vis climate, soil, water, health, pollution, wild and marine life conservation etc. These projects are executed by cooperating agencies that are responsible for selection of equipment, supplies and contracts, where applicable.

PTSS maintains a computerized roster of vendors of over 1,000 suppliers from all over the world. To do business with UNON/PTSS, prospective vendors may request and complete a supplier profile form for goods or services. The information provided by a prospective vendor enables UNON/PTSS to decide whether the vendor is qualified or not to be registered as a prospective supplier of UNON requirements. If necessary, CPS/UNON may investigate the past performance of a vendor by contacting customers who had dealings with the firm concerned, and advises the prospective vendors to update the information at least every two years. However, UNON/PTSS also makes use of the IAPSO vendor roster from time to time.

Contracts for the purchase or rental of services, supplies, equipment and other requirements shall be let after competitive bidding or calling of proposals. Orders valued at above US$ 1,500 must be opened to request for quotations while orders valued at above US$ 25,000 must be opened to competitive bidding with at least three companies on the shortlist, but UNON/PTSS seeks to include as many as practical. Invitations for bids are usually sent by fax, and companies have an average of four weeks to prepare their bids. Depending on the dollar value of the requirements, the bids are submitted to UNON/PTSS either by fax or in sealed-bids envelopes, depending on the amount involved. Consulting companies are requested to submit comprehensive proposals for services based on detailed terms of reference in sealed-bids. However, contracts may be awarded without calling for proposals or bids when:

• The proposed contract involves commitments of less than US$25,000;
• The prices or rats are fixed pursuant to national legislation or regulatory bodies or a standardization of supplies or equipment has been approved on advice of LCC; or
• The proposed contracts relate to professional services other than staff services, or medicines, medical supplies, etc., and proprietary articles or perishable supplies;
• The exigency of the service does not permit the delay attendant upon the issue of invitations to bids or calling for proposals; and
• The Head of the Organization determines that competitive bidding, or calling for proposals, will not give satisfactory results.

• All contracts or series of related contracts amounting to US$150,000 or more;
• When the contract will result in income to UNON of US$ 150,000 or more; and
• Proposals for modification or renewal of contracts previously reviewed by the LCC.

As defined, outsourcing is contracting with a third party to perform specific tasks, and/or provide services and their related goods, based on specific terms and conditions. It is further mentioned in the report that common service arrangements among the UN system organizations are one form of outsourcing. UNON/PTSS has arranged the outsourcing of the following activities/services:

• Gardening and landscaping of the Gigiri Complex;
• Cleaning services;
• Buildings (external works);
• Electrical and mechanical works;
• Comprehensive Pest Control;
• Sanitary Bin Services;
• Catering Equipment Maintenance;
• Simultaneous Interpretation Maintenance;
• Perimeter Security System Maintenance
• Waste Paper Collection;
• Transportation of General Services Staff;
• Shuttle/Taxi services after office hours for GS staff;
• Clearing and forwarding services;
• Travel Agency Services;
• UN Commissary Operations;
• Petrol Station Operations;
• Catering Services;
• Re-mailing and Courier Services;
• Telephone Billing;
• Storage and distribution of publications;
• Maintenance of Office Equipment such as, Computers, Monitors and other peripherals; Typewriters, Fax machines, Photocopiers, Telephone Switchboard

Furthermore, UN-HABITAT and UNEP had also requested outsourcing of activities such as publication and printing, press coverage, workshop facilitation; construction and rehabilitation works; maintenance and operation of the mercure system and other technical studies. The deciding and managing procedures were adopted. Regarding the selection of vendors, the criteria used were in accordance with the UN Financial rules and Regulations, particularly FR No. 110.21 "Contracts shall be awarded to the lowest acceptable bidder...." Whereas the performance assessment criteria for the above mentioned activities are undertaken by individual concerned offices.

Furthermore, UN-HABITAT and UNEP had also requested outsourcing of activities such as publication and printing, press coverage, workshop facilitation; construction and rehabilitation works; maintenance and operation of the mercure system and other technical studies.

The deciding and managing procedures were adopted. Regarding the selection of vendors, the criteria used were in accordance with the UN Financial rules and Regulations, particularly FR No. 110.21 "Contracts shall be awarded to the lowest acceptable bidder...." Whereas the performance assessment criteria for the above mentioned activities are undertaken by individual concerned offices.

To be a potential supplier to the United Nations please fill out our Supplier Registration forms,

Click here to access the Special Approval form. (Rev 3)

The UNCCS Codes required in the Supplier Registration Form can be accessed here

Please send the completed form to the following location or address:

Procurement, Travel & Shipping Section

Division of Administration, UNON

Tel: 254 20 7623584/7624552

Fax: 254 20 7623211

E-mail: cps.registration@unon.org