In WHO, responsibility for procurement is based on a three tier structure, with global, regional and country levels. The Major Offices (i.e. Headquarters and Regional Offices) enter into international and global contracts with suppliers, which may be companies or organizations. Country offices engage mainly in local procurement. The Contract Review Committees (CRC) ensure that high value procurement undertaken by the Major Offices complies with applicable policies and processes, that procurement risks are properly assessed and mitigated, and finally that the WHO procurement principles are strictly followed.

As a public organization, WHO must strictly adhere to its own financial regulations and rules, which mandate that contracts be awarded through a competitive process, i.e. by obtaining bids through formal tenders) .

WHO procures specific priority medical products from WHO pre-qualified manufacturers. Detailed information is available on the World Health Organization Prequalification website. Most WHO tenders are posted on the United Nations Global Marketplace.

Market research

Request for information (RFI)

A Request for Information (RFI) enables WHO to broaden its knowledge of what is available on the market and at which cost. This market research process is used to collect information about specific goods or services before finalizing specifications or terms of reference and before issuing a tendering document.

A RFI is not a solicitation document and it does not constitute a commitment to suppliers.

Request for Expression of Interest (EOI)

An Expression of Interest (EOI) is published when an Office or Technical Unit needs to identify a limited number of eligible bidders to invite to a tender process. An EOI will usually include general information on an upcoming tender process, and a list of eligibility criteria (such as experience, certification, qualifications, financial stability, etc.) which must be met in order to be considered for the tender. The outcome of the EOI is a shortlist of eligible bidders to whom WHO will send the tender documents.

Tender processes

Request for quotation (RFQ)

A Request for Quotation (RFQ) is an invitation to submit a quotation, it is used for goods valued below USD 25,000. Depending on the complexity of the requirement, suppliers will be given a minimum of 7 business days to respond to an RFQ. Prices, and other commercial terms and conditions are requested and award is usually made to the lowest priced most technically acceptable offer.

Invitation to bid (ITB)

An Invitation to Bid (ITB) is used for the procurement of goods.

ITBs are processed through eTendering, and all opportunities are published on UNGM (www.ungm.org).

An ITB is usually associated with requirements that are clearly and concisely defined. Suppliers are normally given a minimum of 10 business days to respond depending on the complexity of the requirements.

Request for proposal (RFP)

A Request for Proposal (RFP) is a formal invitation to submit a proposal in reply to Terms of Reference or requirements for services. Potential bidders are normally given a minimum of 15 business days or more to respond to an RFP.

Other

Exceptionally and when it is deemed in the best interest of WHO, goods or services might be purchased through direct contracting as per applicable policies and processes.

Each procurement process has different evaluation criteria.

Goods procurement: When evaluating RFQs and ITBs, the price and technical compliance are normally the most important elements. Evaluation is done through pre-set criteria, which are clearly indicated on the bidding documents.

When examining, evaluating and comparing offers, WHO may consider price as well as non-price factors, which include cost (operation, maintenance, after sales service, repairs); delivery/completion time; functional characteristics; terms of payment/guarantee; a supplier’s performance record with WHO and other UN agencies; and the supplier’s presence in the local market.

Services procurement: A RFP relies mostly on a technical evaluation. The technical component primarily determines whether the proposal will be accepted or declined.

Evaluation is done through pre-set evaluation criteria clearly indicated in the bidding documents.

For both goods and services procurement, before finalizing the evaluation, WHO conducts “due diligence” processes to check references, the performance record of the bidder(s), and other information that may have been requested during the process..

WHO makes every effort to ensure a quick turnaround of the evaluation process. However, unsuccessful bidders can only be informed once a contract has formally been awarded to a supplier.

Debriefings to unsuccessful bidders are not routinely conducted, but are considered in case of high value procurement.

Every year, WHO publishes on its "contract awards" webpage the list of contracts for acquired goods and services of a value of USD 25 000 or more. This information is published with due observance of the requirements of confidentiality and security. Goods and services contracts are centrally processed and issued from the WHO Global Service Centre on behalf of all offices.

All WHO suppliers must accept WHO General and Contractual conditions.

A copy of the WHO general and contractual conditions is included in most bidding documents or from WHO website.

Goods

• Goods Purchase Order
• Long-Term Agreement - Goods

Services

• Agreement for Performance of Work
• Technical Services Agreements
• Long-Term Agreement – Services