WIPO PROCUREMENT PROCESS

Join the digital transformation

User Guide to the
e-Sourcing Platform
for suppliers

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A STEP-BY-STEP GUIDE TO:

Access Tenders
Manage Tenders
Prepare Responses
Submit Responses

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ACCESS TENDERS

Depending on the type of tender, you can access the tender documents in two different ways:
• If the event is open to all suppliers, you have to follow all the procedures described in the next slides to
access the event through the UNGM portal.
• In case of limited tenders, you will be invited to the event through an email from the e-Sourcing
system, with a link to direct you to the page of the event (see slide 10).
Once in the platform, you will find the events in the section My RFX or in My RFI/EOI. In case of an open
event, click on the tab RFX Open to all Suppliers.
Follow these steps to respond to an RFX or an RFI/EOI as the steps are identical for both processes.

Please note that any reference to “Buyer” in this document is a reference to “WIPO”.

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ACCESS TENDERS open to all

From the United Nations

Global Marketplace (UNGM)
homepage
https://www.ungm.org/
click on "Business
Opportunities".

Please note: To express interest or view tender documents, you will need an account on the UNGM
website. Every tender will need to be accessed through this website. If you are not yet a registered supplier,
you will need to register here at this point. Only basic registration in the UNGM is needed.

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ACCESS TENDERS open to all

Once logged into the UNGM website, click on either Tender notices or My tenders on the menu on
the left-hand side.

Clicking on Tender Clicking on My tenders

notices will enable will show any tenders
you to see a list of that you have been
ALL open tenders invited or attached to,
published by UN along with any tenders
agencies. for which you have
expressed interest.

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ACCESS TENDERS open to all

The Search tender notices page will appear. Use this feature to search Title, Description, Reference,
Publish and Deadline dates.
Use the advanced search function to look for a specific UN agency, Beneficiary Country, UNSPSC Code,
and Notice Type.
To access WIPO’s tender notices, click on the Show more criteria button at the top right of the page
to view more filters.

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ACCESS WIPO'S TENDERS

In the field UN Organization, please select “WIPO” from the drop-down list. The system will automatically
display active tender notices published by WIPO.

On the left side of each tender notice,

you will find a blue Express Interest
button if it is the first time you are
seeing the notice.

Express Interest

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ACCESS TENDERS open to all

Clicking on a
notice through the
icon you will see
few tender details.

If you open the event,

you can also click
on the Express
Interest button in the
pop-up window that
appears as shown
here.
ACCESS TENDERS open to all

Once clicked, this Express Interest button changes to a green View Documents button. Click on this
button to access the tender documents.

Test

Test

If you click on “View documents”, you will be redirected to the UNGM Identity center, where the
UNGM credentials are requested in order to access the WIPO e-Sourcing platform.

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ACCESS TENDERS on invitation

If you have been invited to the event, you

will see the event on your UNGM
dashboard, in the section MY
EXPRESSIONS OF INTEREST where you
only have to click on View
Documents.

If you click on “View documents”, you will be redirected to the UNGM Identity center, where the
UNGM credentials are requested in order to access WIPO e-Sourcing platform.

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 ACCESS WIPO e-SOURCING PLATFORM

Please note: You remain logged in WIPO e-

Sourcing platform for 30 days according to
UNGM password and security rules. You will
not be requested to re-enter your UNGM
credentials during this period unless you log
out from WIPO e-Sourcing platform, or you
delete your cookies.

After entering the login details, your permission

will be requested to transfer your user profile
information to WIPO e-Sourcing platform.

Please note: This step is required only the first

time you want to access WIPO e-Sourcing
platform.

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 TENDER MANAGEMENT

You will then be taken to WIPO e-Sourcing platform where you have to click on Access Documents to
have access to all tender details.

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 TENDER MANAGEMENT

Along with the RFX setting and project titles and codes, the RFX header displays the closing date and
supplier submission date. If the response date has passed, this information will be highlighted in yellow.

If the buyer has provided attachments to the RFX, a link to the attachment(s) will be displayed prominently
above the RFX navigation. This action link will take you to RFX Details > Buyer Attachments (nbr) area.

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DOWLOAD TENDER DOCUMENTS

If there are more documents to be downloaded click on the tab Mass Download to select and
download all the documents.

Click on the icon to download and read a single document

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PREPARE RESPONSE

On the RFX page, you can choose to Create Response or to Decline to Respond.

If you choose to decline, you are presented with a comment field to Enter Decline to Respond
Reason Details.

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PREPARE RESPONSE

When you click Create Response in an RFX that has been configured to allow responses by Bidding
Groups, a screen overlay appears.

You cannot close this overlay

until you select one of the
choices presented to indicate
if you are bidding as a single
organization or as a group.
WIPO only requires one of
the first two top options.

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PREPARE RESPONSE

An RFX is composed of, at most, 3 response envelopes (Qualification, Technical, Commercial).

In the section My Response Summary, you can see which envelopes are configured and how many
questions each envelope contains, and you are invited to answer all relevant/ mandatory questions.

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PREPARE RESPONSE

Click Edit Response for each envelope, completing the sections within the envelope and ensure
that you save your responses before moving to the next envelope.
Mandatory questions are marked with a *.

Upon completion of a section, click Validate Response to ensure that all mandatory questions
are answered and that the responses provided are compliant with the required format.

Click Save and Continue to remain in the current envelope. Alternatively, click on Save and
Return to exit the current envelope and navigate back to My Response.

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PREPARE RESPONSE offline

Click the Online Questionnaire in Excel button to respond to the RFX offline.
• Clicking Download downloads the questionnaire in Excel format. The Excel file is opened locally so you can answer
the questions. Cells for mandatory responses are color-coded yellow. Cells for optional responses are color-coded
blue.
• When finished, save the file and return to the Export/Import Response page.
• Use the Choose File look-up to select your file, then click Import Excel to upload your response.
• The system will run a compliance check to ensure that there are no missing rows, invalid responses, or missing
mandatory responses. If all validation checks pass, the platform will upload the file. If not, you will be prompted to
correct the errors indicated by the system message and re-import the questionnaire.
• You will be returned to the My Response page where you can review your responses for accuracy and make any
corrections if necessary. You have the option to Save Changes or to Undo All Changes and remove all responses.

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COMMUNICATE WITH WIPO

You also have the possibility to communicate with WIPO through the tabbed section Messages.

Please note that if a buyer has set a date under End date for Suppliers to submit Clarifications
Requests, ensure that all relevant communications are sent within the specified date.

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 SUBMIT RESPONSE

When the response is complete, click Submit Response on the RFX Details > My Response page
to submit your response.

If any mandatory data is missing or invalid, a pop-up box will indicate the fields that must be corrected
before the response can be submitted.

After the response is submitted, the response status will change from Response to be Submitted to Buyer
to Response Submitted to Buyer.

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MANAGE AN RFX: edit and delete responses

You may edit or delete your responses at any time before the RFX's Closing Date and Time.

• To modify responses online, navigate to RFX Details > My Response and click Edit Response.
When finished, you have the option to Keep Changes or to Discard Changes. Once all changes are
complete, click on Submit Changes to finalize the modifications.

• To modify responses offline, download the Excel questionnaire, update your responses, and then
import the questionnaire again into the system.

• To delete your response, navigate to RFX Details > My Response and click the Delete Response
option in the More menu. Once confirmed, all previous responses will be deleted. You will return to the
My Response page, where you will have the options to Create Response or Decline to Respond.

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PRINT RESPONSE SUMMARY

To view and save your

response, you can
download a PDF and print
the file by clicking on
the ellipsis (“…”) at the top
right > Printable view and
the following screen will
appear:

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 CONTACT & ASSISTANCE:

For additional information and

assistance, you can contact the
Jaggaer Helpdesk at:

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