Introduction to UNHCR Procurement. Procurement Service (PS)
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1 Introduction to UNHCR Procurement Procurement Service (PS)
2 What would you do? Violent conflict spreads in your area. You and your children prepare to flee home on foot. You have 3 minutes to decide what to bring. Do you Grab your passport, identity papers and money? Gather clothes for the children, a blanket and an umbrella? Pack a cooking pot and spoon, dried beans, matches and a shawl?
3 UNHCR s Role and Mandate No one chooses to be a refugee 14 December 1950 by the UN General Assembly Role: protect and support refugees at the request of a government or the UN itself and assists in their voluntary repatriation, local integration or resettlement to a third country. Mandate: provide protection for refugees and other persons of concern provide assistance for refugees and other persons of concern pursue durable solutions for their problems
4 UNHCR s Role and Mandate Persons of concern These include refugees under the 1951 Convention, persons who have been forced to leave their countries as a result of conflict or events seriously disturbing public order, returnees, stateless persons, and, in some situations, internally displaced persons. UNHCR's authority to act on behalf of persons of concern other than refugees is based on General Assembly resolutions". UNHCR publication Protecting Refugees: A Field Guide for NGOs, #GV.E , 2nd edition (Dec 2001)
5 UNHCR s Role and Mandate Refugee camp in Dadaab, Kenya By 1 January 2014, the total number of refugees stood at 13 million individuals while the number of IDPs was 26 m.
6 UNHCR s Role and Mandate TOP 15 countries of origin in 2014: 1. Syrian Arab Rep. 2. Iraq 3. Afghanistan 4. Serbia 5. Eritrea 6. Pakistan 7. China 8. Nigeria 9. Iran 10. Somalia 11. Russian fed. 12. Albania 13. Stateless 14. Ukraine 15. Mexico
7 UNHCR s Role and Mandate A significant humanitarian organization - Approximately 9,300 employees - 88% of staff works in the field - Present in 123 countries with a total of 455 offices - Budget 2015: 6.8 billion dollars - Headquarters in Geneva and Budapest
8 Division of Emergency, Security and Supply - One Division to coordinate Emergency response, Security and Supply: DESS - Emergency response commitment: in 72 hours: 1. Airlifts with Core Relief Items 2. Benefit up to 500,000 refugees 3. Deploy up to 300 staff - The Procurement Service (PS) and the Supply Management and Logistics Service (SMLS) are located in Budapest, Hungary
9 Division of Emergency, Security and Supply Main Activities of the UNHCR Supply Services Forecasting and planning, market research Sourcing and procurement of goods and services Management of contracts / frame agreements Quality control and management Asset management Fleet management Logistics and warehousing
10 Division of Emergency, Security and Supply UNHCR Emergency Relief Mechanism
11 Procurement in UNHCR Overview: Procurement Authority, UNHCR General Assembly UN High Commissioner for Refugees CC Chairperson decision maker Contracts Committee members - advisers Procurement Management and Contracting Service
12 Procurement in UNHCR
13 Procurement in UNHCR In trying to help and protect some of the world's most vulnerable people in so many different places and types of environment, UNHCR must purchase goods and services worldwide. This might range from buying fleets of heavy duty vehicles needed in the most inaccessible parts of the African continent to purchasing needles and thread for a self-help project in Pakistan. UNHCR also hires consultants and specialized companies and their staff for projects.
14 Procurement in UNHCR Objectives To obtain: - The right goods and services - At the right prices - To be delivered at the right time and the right place UNHCR works for a policy of sustainable procurement, to benefit the environment, society and local economy
15 Procurement in UNHCR Example of Items procured by UNHCR Services Goods Audit service Cleaning Construction Electricity Inspection Insurance IT, Telecom Health administration service Lease or rental of property/building Mailing services Medical Services, Evacuation Meeting facilities Printing Road maintenance service Security SAT Communication service Training/workshops Transportation Fuel Agricultural tools Blankets Clothing Drugs and medical supplies Fuel Generators, pumps IT and Telecommunications equipment Jerry cans, buckets Kitchen sets, stoves Hygiene parcel Office equipment Plastic tarpaulins, rolls Sanitary materials Sleeping mats Solar lamp Tents Vehicles, trucks
16 Procurement Principles Procurement in UNHCR In line with UN Financial Regulations and Rules: UNHCR procurement is based on fairness, integrity and transparency through competition and best value for money, taking into consideration the best interest of the organization Priority is to source in areas of operation (when prices are competitive and other conditions allow) UNHCR uses competitive bidding to obtain goods and services Exceptions to this are limited to a few cases only
17 Procurement in UNHCR Why Best Value for Money? -Definition: Optimization of whole life costs and quality needed to meet the user s requirements, while taking into consideration potential risk factors and resources available -Spend funding of UNHCR wisely -In accordance with UN Financial Rules & Regulations -Takes into account cost-related and non cost-related factors, risk and market environment considerations, competitive bidding
18 Sustainable Procurement Procurement in UNHCR 1. Economic considerations: best value for money, price, quality, availability, functionality; 2. Environmental aspects, i.e. green procurement: the impacts on the environment that the product and/or service has over its whole life-cycle. 3. Social aspects: effects of purchasing decisions on issues such as poverty eradication, international equity in the distribution of resources, labor conditions, human rights Recently purchased solar lanterns, solar street lights. New York, May 2012
19 How does UNHCR procure? Competitive Bidding Published on UNHCR and UNGM website Procurement in UNHCR Purchase Order (PO) Evaluation Technical and financial Contracting Frame Agreement (FA) RFP (Request for Proposal) ITB (Invitation to Bid) RFQ (Request for Quotation) Tender method takes into account complexity of the item and monetary value New York, May 2012
20 Invitation to Bid (ITB) Procurement Request for Proposal in UNHCR (RFP) Request for Quotation (RFQ) Goods, Civil Works Services and/or complex Goods or Works Goods, Services Higher value Higher value Low value Turn around time depends on value, requested offer validity usually 120 days Turn around time depends on value, requested offer validity usually 120 days Turnaround time depends on value Direct invites, Open competition (Publication by advertising) Value > USD 10,000 in field Value > USD 30,000 in HQ Contract awarded to lowest cost eligible bid Pass / fail technical criteria to determine eligible bids Simpler requirements which can be assessed on a pass or fail basis and which can be clearly stated Direct invites, Open competition (Publication by advertising) Value > USD 10,000 in field Value > USD 30,000 in HQ Contract awarded to most responsive proposal Weighted scores to determine most responsive proposal taking account of both technical and commercial / financial aspects More complex requirements where ideas and input are sought from the proposer Direct invites Value < USD 10,000 in field Value < USD 30,000 in HQ Contract awarded to the lowest price offered No formal procedure Deadline: any stage of the process Minimum of 3 vendors UNHCR carries out joint procurement activities (One UN)
21 In summary: Tendering methods in UNHCR - Open international tender - Limited international tender - Local tender - Informal competition - Joint procurement activities Procurement in UNHCR Visit us at DOING BUSINESS Learn about your business opportunities at UNHCR
22 Procurement in UNHCR Strategy Goods: deployment from stockpiles / re-deployment of assets / goods from other operations Procurement under establishment of frame agreements (long term agreements) Direct procurement from suppliers through international, local and regional tenders
23 Procurement in UNHCR The Role of Frame Agreements - Open tender - Represents 70-75% of goods/services purchased by UNHCR - Examples: core relief items, freight forwarding, IT equipment and light vehicles, inspection services - Core relief items: tents, kitchen sets, medical supplies - Advantages for UNHCR: Shorter lead time Flexibility (quantities) Better quality control / supply security Not exclusive to single supplier (however: procurement principles apply) Binds suppliers to ex-stock deliveries and agreed quantities Competitive prices
24 UNHCR Core Relief Items Catalogue, 3rd Edition (03/2012) Mobile Application: Google Play Store (for Android version): Procurement in UNHCR itunes Store (for iphone version): New York, May 2012
25 Procurement in UNHCR Procurement value: 1,045 billion US$ in 2014
26 Procurement in UNHCR UNHCR Procurement (in m.$) Goods Services Transport
27 Procurement in UNHCR Procurement value in million USD
28 Procurement in UNHCR Procurement value in million USD Top Vendors
29 Procurement in UNHCR Procurement value in million USD Top Destinations
30 Procurement in UNHCR Procurement value in million USD Top Destinations
31 Procurement in UNHCR TOP 10 items in 2014 based on value (US$) GOODS SERVICES ITEMS VALUE (in m.$) ITEMS VALUE (in m.$) BLANKETS 37 MATTRESS, FOAM 36 KITCHEN SET 30 FUEL, DIESEL 28 FAMILY TENT 25 WINTER CLOTHING 25 PLASTIC TARPAULINS 24 HYGIENE PARCEL 15 PREFABRICATED WASH UNIT 12 REFUGEE HOUSING UNIT 12 TRANSPORTATION 70 HEALTH ADMINISTRATION 41 LEASE/RENTAL OF PROPERTY/BUILD 28 OFFICE SECURITY SERVICES 22 UN JOINT ADMIN CONTRIBUTIONS 15 ELECTRICITY 13 MASS COMMUNICATION SERVICES 10 MEDIA CAMPAIGN SERVICES 10 OFFICE CONSTRUCTION 10 SATELITE COMMUNICATION 9
32 Procurement in UNHCR Procurement conditions - UNHCR does not purchase from companies engaged in the sale or manufacture, either directly or indirectly, of antipersonnel mines or any components produced primarily for the operation thereof - UNHCR does not purchase from companies engaged in any practice inconsistent with the rights set forth in the Convention on the Rights of the Child - Building on the philosophy and achievements of the UN Global Compact, UNHCR envisions a world in which the private sector plays a constructive role in finding durable solutions for people forced to flee their homes, including refugees and the internally displaced, as well as returnees. - To achieve this, we proactively engage with corporations and foundations eager to help drive change and find innovative solutions to refugee issues. This collaboration can take many forms ranging from special events to cause-related marketing campaigns reaching millions of people
33 UNHCR contract terms Procurement in UNHCR UNHCR does not pay any VAT The Contractor shall take all appropriate measures to prevent sexual exploitation and child labor Invoices paid within thirty days from the date of receipt of documents in good order with the supply unit
34 Procurement in UNHCR Always read carefully the required manner of submission! -Address all requirements as stated in the ToR -Check that there are no prices in technical offers -Do not send your final submission to the wrong address (i.e. buyer) -Avoid late submissions Be patient, the buyer will update you on any new developments. If questions arise, contact the buyer only. Do not contact other UNHCR colleagues.
35 Procurement in UNHCR UNHCR Vendor Management Vendor portal: UN Global Market Place - UNGM UNHCR vendor database registers all vendors to UNHCR For the purpose of tendering and supplying to the UNHCR, filling a Vendor Registration Form with supporting documents is a must: Firm/Company/Factory registration certificate Registration with Tax/VAT Company s annual financial report Audit certificate/report Brochures on products/services Environmental policy Quality assurance certificate
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