SUPPLY TERMS AND PROCEDURES

The Procedures And Practices Presented Here Have Been Developed Through The Experienced Professionals And Experts On How To Procure Goods, Projects And Services Estimated To Cost Not More Than (Three Hundred And Seventy-Five Million ($375,000,000.00) United States Dollars) But Not Less Than (Three Hundred And Fifty Thousand ($350,000.00) United States Dollars) Financed In Whole Or In Part With The Public, And Private Funds..

This Presentation Was Presented By A Team Of Experts With Broadly Knowledge On How To Procure Products And Services From The General Public Using Any Of The Followings Below:

  1. INTERNATIONAL COMPETITIVE SUPPLY (ICS)
  2. DIRECT & INDIRECT PURCHASE OF GOODS (D&IDPOG) And
  3. SOLE SOURCE PURCHASE (SSP).

(In Accordance With Our Administrative Procedures, Provided For This Supply Order. UNGP Is Using Sole Source Purchase. (SSP): Which Defined As A System Where We Limit Or Select TWO SUPPLIERS Out Of The Numbers Of Intending Suppliers Or Quotation INVOICE Submitted To Us. Only The Two Suppliers Shall Be Given An Acknowledgment Letter, Customer And File Numbers Respectively With Supply Validation Forms. Finally, One Supplier Will Be Considered Being Capable Of Providing The Needed Service Or Supplying The Products After Their Validation Forms Has Been Filled And Returned,. Therefore It Is Not Possible To Obtain So Many Competitive Offers, As Long As The Supplier Or Service Provider Is Capable To Handle The Service Or Supply Order.

UNGP Has Been Assigned The Responsibilities To Procure Product From Suppliers Or Companies ON Behalf Of Both Private And Public Sectors Usage : The Products Are Mostly Meant To The Following Sectors – Hospitals, Maternity & Medical Organizations, Constructions Companies, Raw Materials Producing & Extracting Companies, Agricultural Inputs & Output Organizations, Mostly To Agric Processing Companies, Construction/Building Companies, Amusement Park/Recreational Agencies, Consumer, Electronics, Apparel, Vehicle Parts & Accessories, Sports & Entertainment, Industrial Machinery, Home & Garden, Fruits, Seeds ETC.

The Aim In Which These Organizations Handed These Supply Order To UNGP Using (SSP) Means To Procure The Products Or Service Is To Make Judicious Use Of Public Funds From A Capable, Reliable And Verified Companies Or Suppliers That Can Value For Money

According To Our Administrative Procedures, Provided For This Supply Order. We Are Using Sole Source Purchase (SSP) This Is Where There Is Only One Vendor Or Supplier Who We Considered Being Capable Of Providing Item, Supplying Or Service, And Therefore It Is Not Possible To Obtain Competitive Bids. Is Designating To A Company Or Supplier Contracted, Without Competition, But As A Sole Supplier Of A Particular Product Or Service, As A Firm Having The Ability To Handle And Complete The Procedures Required.

We Intend To Apply These Funds To Cover The Supply Payments For All The Various Products Required, Mostly Healthcare Products, Hospitals Items And Agricultural Outputs To The Public And Private Sectors, Agro Companies And Non-Private Sectors Agencies, Through United Nation Global Projects (UNGP).

THE SUPPLY PROCEDURES PROVIDED FOR THIS ORDER USING SSP METHOD TO PROCURE ANY PRODUCTS.

  1. As A Supplier, You Might Have Received an Email from Our Accredited Agent or Directly from UNGP (Especially to Our Regular or Previous Suppliers), with The Products Names, Quantity And Specifications To Prepared And Submit Your Offer Or Quotation Invoice To UNGP Email Addresses. A Supplier Can Submit Their Quotation Invoice Through The Local Agent, Or Directly To UNGP Email Address And Can Probably Copied It Between UNGP And The Agent Email.

  2. As Soon As Suppliers Quotation Invoice Is Received, UNGP Evaluation Team Will Carry Out An Offer Pre-Evaluation Process (OPEP), Few Things Shall Be Put Under Consideration By Evaluation Team. If Such Offer OR Quotation Invoice Submitted By A Supplier meet Their Criteria, UNGP Evaluation Team Will Issued An Acknowledgment Letter, Customer Ref And File Numbers Respectively With Supply Validation Forms, which Signified That Your Quotation Invoice Or Offer Has Been Officially Received And Acknowledged. A Supplier Is Expected To Fill And Return (The Forms) Correctly (Without Cancellation) Or Mistakes, Attach With One Of Their (Supplier) Certificate Copy.

  3. Between 12-To -48 Hours After The Filled Validation Forms Are Received by Evaluation Team, They Will Carried-Out Final Assessment Supply Evaluation (FASE) By The Team On the Filled Validation Forms alongside Or side by side with the Supplier’s Quotation Invoices. A Supplier or Company Is Expected To Receive A Rejection Or Disapproval Message By (FASE) Team To Their Email, stating that their Quotation Invoice has been rejected Or Disapproved And The Reason (s) Why Their Offer Or Invoice Was Rejected Which Will Be Stated. And They Will Be Encouraged (The Supplier) To Try Again Next Time Or in Future

  4. But If Your Quotation Invoice Received General Acceptance Or Supply Approval. The (FASE) Members Will Issued An Official Confirmation Supply Approval Letter, Informing You That Your Quotation Invoice Has Been Approved, Mandating And Directing The Supplier To Contact Their Agent (Who Contacted Them) To Proceed For Supply Validation/Registration. This Shall Be Followed With A Telephone Phone Call From (Dr. Ben Daga) Projects Director- UNGP.

  5. AT THIS POINT: The Approved Supplier Is Expected To Contact The Local Agent (Who Contacted Them For This Supply) By Providing Him The Registration/Validation Cost As Stated On The Validation Forms with One Of Their Company Certificate And Their Company Quotation Invoice For Supply Validations Process.

  6. Immediately After The Supply Validation Is Done By The Agent, Validation Copies Submitted To UNGP. They (UNGP) Will Issued Or Released The Followings To The Approved Supplier: (a). Issued Or Release The Supplier’s Purchase Order. (b) Release Their Payment Details (c) Stamp The Suppliers Quotation Invoice. The Agent, will Pick Them (Above) From UNGP Office, Submit Them Directly To The Paying Bank As The Bank Is Expected To Approve The Details, Transfer The 80% Supply Payment Into The Supplier Bank Account Details. This Is To Enable The Supplier Start Production, While The Balance Will Be Paid Before Shipment. Transfer Slip Shall Be Released To The Agent To Enable Him Send It To The Supplier.

If Eventually Your Quotation Invoice Is Approved, Your Company Will Receive An Official Letter With Phone Calls Directly From Dr Ben Daga, Informing You That Your Quotation Invoice Has Been Approved And Your Company Should Proceed For Supply Validation Process Before We Can Issued Your Purchase Order And Supply Payment.

SUPPLY TERMS & CONDITIONS ARE:

PRODUCT PACKAGING: According To Your Company’s Original Export Packaging.

SUPPLY TERMS: Your Price Should Be On: CIF Or FOB

FINAL SHIPMENT DESTINATION: Tema Harbour Seaport Republic Of Ghana

PAYMENT METHOD: Bank To Bank Wire Transfer (T.T) To Be Confirmed By Your Bank Before Production Starts.

PAYMENT TERMS: 80% Down Payment To Start Production, While 20% Will Be Paid When The Product Is Ready For Shipment.

INSPECTION: SGS To Confirm Quantity At The Port Of Lading: (Cost To Be Paid By The Buyer).

DELIVERY TIME: Maximum Of 360 Days From The Date The 80% Advance Payment Is Received By The Supplier Or As Indicated On The Form.

CURRENCY: Invoice Submitted Currency Are: US Dollars Or Euro Only

SUPPLY PAYMENT DURATION: 80% Supply Payment Value Will Be Made Within 4-5 Working From The Date Your Quotation Invoice Is Approved, After Supply Validation Is Done. (On Event the Supplier Is Unable to Complete the Supply Validation within Three Days from the Date of Invoice Approval, The Supply Order Will remains Invalid, Cancelled Unless Tangible Reason Is Given

PURCHASE ORDER: Will Be Issue Immediately After Supply Validation Is Done.

SHIPMENT CONDITION: (PARTIAL SUPPLY): Yes Is Accepted, But Cannot Be More Than(2 Or 3 Times Shipment).

SUPPLY VALIDATION: The Purpose Or Reasons Why Every Approved Supplier Must Validate The Supply Order In Their Name In Ghana Is To Protect The Consumers, Country Against The Use Of Imported Products From Unknown Company Or Unauthorized Suppliers That Can Endangered Public Health And Environment, Especially, First Time Suppliers, Foreign Company And A Non-Registered Companies In Ghana.

Caution Note If Your Quotation Invoice Is Approved, You Must Complete The Supply Validation, Obtain Your Purchase Order, Submit Your Bank Details (As Indicated On The Payment Form) To The Paying Bank Within THREE DAYS FROM The Date Of Approved.

But On Event Any Of These Days Are In Between Weekend Or Public Holidays The Following Day Shall Replace It. Supply Validation Is To Legalize The Supply Order In Favor Of The Supplier Or The Approved Company Especially As A Foreign Company And Non-Registered Firm In Ghana. Which All The Legal Right And Supply Privileges Should Be Accorded To Them

While Product Registration Is A Constitutional Mandates On Public Health Act Of 1999 Constitution of Republic Of Ghana The Purpose Of This Process Is To Protects The Public Consumers Against The Use Of An Imported Products From An Unauthorized Or Unknown And Uncertified Suppliers Or Companies That Can Endangered Public Health And Environments.