PROCUREMENT SERVICES COMMODITIES & SUPPLY SERVICES
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PROCUREMENTSERVICES
COMMODITIES& SUPPLY SERVICES
April 2004 www.unicef.org/supply
Procurement Services CentreUNICEF Supply DivisionUNICEF Plads, FreeportDK-2100 Copenhagen ØDenmark
Telephone: +(45) 35 27 35 27E-mail: [email protected]
CONTENTS
MORE SUPPLIES FOR CHILDREN ............... 3
SUPPLY SERVICES................................... 4
MOSQUITO NETS, INSECTICIDES ANDMALARIA MEDICINES .............................. 5
VACCINES AND SAFE INJECTIONMATERIALS ............................................ 7
COLD-CHAIN EQUIPMENT ........................ 9
MEDICAL DEVICES - CONSUMABLES ANDEQUIPMENT .......................................... 10
PHARMACEUTICALS ANDMICRONUTRIENTS................................. 12
WATER, ENVIRONMENT ANDSANITATION ......................................... 14
EDUCATION EQUIPMENT ....................... 16
PACKING, SHIPPING AND DELIVERY........ 18
UNICEF SUPPLY CATALOGUE ................. 19
CONTACT US........................................ 20
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MORE SUPPLIES FOR CHILDREN
Procurement Services is an integral part of UNICEF.We work with governments and other partners to helpthem in their own efforts to procure supplies and relat-ed services for children and their communities, enablingthem to benefit from the organization’s considerableexperience in procurement.
The central objective of UNICEF Procurement Servicesis to assist partners in the procurement of quality,good value supplies for children, from reliable manufac-turers. This work supports the UNICEF mandate andfive organizational priorities: girls’ education, earlychildhood, immunization ‘plus’, HIV/AIDS, and childprotection. Furthermore, the supplementary supplyservices we offer can strengthen national capacities inservice provision for children.
The Procurement Services Centre, an integral part ofUNICEF Supply Division, is an effective team of multi-disciplinary professionals. We offer you 50 years ofUNICEF experience and a network of offices in 158countries and territories. Procurement Services is avail-
able to governments, non-governmental organizations,United Nations agencies, international financial institu-tions, philanthropic organizations and universities.
Procurement Services goes beyond the process of acquir-ing equipment and supplies. It is part of a broad approachto supply management. We offer our partners supportthroughout the procurement cycle, building on nationalcapacities to make countries increasingly self-reliant.Assistance in the following areas is available:
TECHNICAL ASSISTANCEIncluding:• Product needs assessment,• Product planning services, including identification
of sources and product availability,• Assurance of product quality and sources,• Arrangements for purchasing,• Pre-shipment inspection,• Product assembly/installation,• Maintenance arrangements,• Product-use analysis,•· Product monitoring services,• Training on product issues,• Institutional capacity building.
Supply Division has teams of specialists for a wide-range of commodity groups, including vaccines, coldchain and immunization devices, micronutrients andpharmaceuticals including HIV/AIDS and malaria treat-ments, medical equipment, educational supplies, andwater, environment and sanitation commodities.
UNICEF assistance can be as comprehensive as yourequire and range from consulting, technical advice,provision of expertise, transfer of know-how or technicaldata, instruction and training.
MANAGEMENT SERVICESThanks to 50 years of procurement activities, UNICEFhas considerable experience in the efficient and effec-tive management of supplies. Assistance to partnerscan include:• Warehouse management,• Project management,• Contracts management.
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In January 2002 in the Lao People’s Democratic Republic, aboy from an ethnic minority community bathes with watercollected at a handpump, in the remote north-western provinceof Luang Namtha. The handpump, installed at a health centre,is now also being used by the community. UNICEF supportsnational water supply and sanitation activities, includingexpansion of rural water and sanitation facilities.
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SUPPLY SERVICES
IN-COUNTRY LOGISTICSIn-country logistics is an essential, although often under-estimated, part of the local supply-chain managementprocess. It focuses on the planning, implementation andcontrol of an efficient, effective flow and storage of suppliesand services from the port of entry to the final destinationin the receiving country. Services offered can relate tothe planning and establishment of a new logistics systemor to the support, improvement or securing of an existinglogistics system.
It can cover:• In-country receipt,• Pre-clearance inspection,• Customs clearance,• Warehousing,• Local distribution,• Transport and delivery,• Establishing support arrangements for the supply-
chain process,• Review of the existing logistics system.
The exact scope and content of supply services de-pends on each specific case and is at the customer’srequest. Details are discussed between UNICEF and theProcurement Services partner and are set out in a costestimate or quotation provided by UNICEF Supply Division.
UNICEF SUPPLIESYou can find the detailed specifications of over 1,700items in the UNICEF Supply Catalogue, available by click-ing the Supply Catalogue icon at www.unicef.org/supply.If you are interested in items that are not in thecatalogue, an agreement concerning availability mustbe reached with Supply Division. The decision to providea non-catalogue product is based on the relevance andimportance of the item concerned and its availabilityfrom UNICEF’s suppliers. This ensures that the productrequested is the most appropriate for the particularsituation.
Workers at an airstrip in Lokichoggio, Kenya, load large coolers containing polio vaccine, part of the vaccine cold chain, from atruck into an airplane that will take them to villages in southern Sudan.Keeping vaccines at a regular temperature to ensure thatthey remain effective is one of the many challenges facing logistics operations.
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MOSQUITO NETS, INSECTICIDES ANDMALARIA MEDICINESMalaria causes an estimated one million deaths each year,predominantly among young children. There is now strongevidence that the use of insecticide treated mosquito nets(ITNs) in malaria endemic areas reduces child mortalityand morbidity. Additionally, providing pregnant womenwith antimalaria tablets at specific times during theirpregnancy (called intermittent preventive treatment orIPT) greatly reduces their risk of infection and of havinglow birth-weight babies.
I. INSECTICIDE-TREATED NETSUNICEF is an active member of the Roll Back Malariapartnership, and the world’s largest buyer of mosquitonets. Bulk orders and long-term arrangements withmanufacturers of ITNs and insecticide treatment kitshave reduced the price level considerately – givinggreater value and contributing to the sustainability ofmalaria programmes. Supply Division works with man-ufacturers, promoting initiatives to secure the supply ofmalaria medicines and quality nets in the future, andencourage technology-sharing.
UNICEF endorses the use of long-lasting insecticidalnets. All UNICEF-procured nets must comply withWHO Pesticide Evaluation Scheme (WHOPES) approvedstandards.
For the efficient procurement of mosquito net treat-ments, comprehensive forecasting is essential. Werecommend the development of a long-term plan toenable timely delivery.
TYPES OF MOSQUITO NET TREATMENTA full list of items can be found in Technical Bulletinno. 7, in the online UNICEF Supply Catalogue.
1. INSECTICIDE-TREATED NETSInsecticide-treated nets (ITNs) consist of an untreatednet and an insecticide treatment kit. The importanceof regular use and regular re-treatment must bestressed.
ITNs are a powerful public health tool in the fightagainst malaria. Regular use by young children can re-duce their overall risk of mortality by 20 per cent andthe number of clinical malaria episodes by 50 per cent.
a) NetsStandard specifications exist primarily to protect andbenefit users. To make the procurement of ITNs as ef-ficient as possible and minimize lead times, UNICEF
procures a range of these nets in the most popular sizes,shapes and colours.
Standards are essential for quality control, and UNICEFfollows WHO specifications for netting materials strictly.The quality of yarn is important as it affects the net’s abilityto absorb sufficient insecticide during re-treatment.
b) InsecticidesInsecticide-treated nets should be regularly treatedwith one of the insecticides currently recommended byWHO. Insecticide can be ordered in bulk, as a singledose presentation or in a treatment kit. The most popu-lar and efficient method is to use treatment kits.
A treatment kit consists of a single dose of insecticide,sufficient for the treatment of one net, together withprotective gloves, a measuring bag, and instructions inFrench and English. Instructions in other languages canbe produced, upon request.
2. LONG-LASTING INSECTICIDAL NETSLong-lasting insecticidal nets (LLINs) have been developedin response to the low re-treatment rates of conventionalinsecticide-treated nets, especially in Africa. A long-lasting net is a ready-to-use pre-treated mosquito net,which requires no further treatment during its expectedlife span. This is the preferred choice of mosquito netfor UNICEF-supported programmes.
Long-lasting nets are now becoming available in largenumbers, and global production capacity and accessi-bility to them is expected to increase even more in thenear future. Information on the availability of long-lastinginsecticidal nets from WHOPES-approved suppliers isavailable from UNICEF Supply Division.
3. PRE-TREATED NETSThe use of pre-treated nets is NOT recommended. Thisis because:• Concentrations of insecticide in the nets are ex-
tremely variable and would be rejected under normalquality controls.
• Users do not recognize the need for re-treatment.• It is almost impossible to ascertain if re-treatment
has been undertaken with an insecticide that meetsWHO specifications.
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NOTE:• In all cases, national governments must approve the
use of insecticides prior to importing them into thecountry.
• ITNs, LLINs and insecticide treatment kits are fordomestic use and can be handled by family mem-bers.
• It is advisable to order untreated nets set-packedwith an insecticide treatment kit so that the netcan be treated prior to use. It is also importantthat the user is made aware from the beginningthat the net needs re-treatment.
• Each insecticide treatment kit is for the treatmentof one ITN and consists of a measured dose ofinsecticide, a measuring bag, protective glovesand instructions on how to impregnate one net.
II. ANTIMALARIAL MEDICINESAs a member of the Roll Back Malaria partnership,UNICEF advocates four approaches to reducing themalaria burden. These effective and low-cost interven-tions reduce mortality and morbidity through improvedprevention and treatment:1. Prompt access to treatment (using national clinical
guidelines), especially for young children.2. Prevention and control in pregnant women.3. Vector control.4. Prediction and containment of epidemics.
P.falciparum (brain) malaria is widespread, particularly inAfrica, and causes nearly all malaria-related deaths. Forover two decades, resistance to commonly-used drugsfor this type of malaria has been an evolving publichealth challenge to malaria control in Africa. Manycountries are shifting emphasis from chloroquine andits replacements such as pyrimethamine/sulfadoxine toartemisinin-based combination therapies. Ongoing col-laboration with manufacturers and partners ensures thatUNICEF keeps at the forefront of market developmentsand that future country requirements are forecastedaccurately.
Supply Division procures a range of antimalaria medi-cines. However, as our standard list of antimalariamedicines is currently being revised, we suggest youcontact us directly for details of the products westock.
QUALITY ASSURANCEUNICEF applies strict quality assurance criteria to theproducers of insecticide-treated nets, long-lasting insecti-cidal nets, insecticides and antimalarial medicines. All theproducts procured meet UNICEF quality requirements.
In order to ensure that producers continuously adhereto the stringent standards set, UNICEF:• Performs periodic assessments of the manufac-
turing quality of products, and follows up withproducers.
• Undertakes pre-shipment inspections.• Reviews worker safety, environmental considera-
tions and the manufacturer’s social accountabilities.• Only purchases from suppliers with a proven
record of competence, knowledge and experience.• Procures mosquito nets that meet WHO specifica-
tions and the insecticides are WHOPES approved.• Makes technical specifications available for stand-
ard products, including packaging/labelling.• Requests and tests samples as part of the bid adju-
dication process.• Randomly tests samples of products delivered to
its warehouses.• Places products shipped directly from suppliers
subject to random inspection by UNICEF or desig-nated representatives.
• Only procures antimalaria medicines from WHOpre-qualified manufacturers.
• Only purchases antimalaria medicines from manufac-turers conforming to current good manufacturingpractice standards.
TECHNICAL SUPPORTThis can include:• Assessing and analysing national needs for mosqui-
to nets, insecticides and medicines in the contextof malaria control programmes.
• Assessing logistics and advising on distributioncomponents.
• Specifying and procuring the most suitable nets,insecticides and medicines for malaria controlprogrammes.
• Training in forecasting.
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VACCINES AND SAFE INJECTIONMATERIALS
competitive vaccine industry. In this way, companies willremain in the vaccine market, leading to enhanced invest-ment and production of existing and new vaccines.
All UNICEF vaccine procurement must comply with thetenets of vaccine security, based on:• Accurate and long-term country forecasts of vaccine
demand,• Ensuring multi-year funding to cover vaccine
needs,• Appropriate contracts with manufacturers for set
quantities of vaccines.
It is therefore essential for all those interested in pro-curing vaccines through UNICEF to make themselvesfamiliar with vaccine security, through the UNICEFdocument E/ICEF/2002/6, and the recent publication“Vaccine for Children: Supply at Risk” available on theinternet at www.unicef.org, under ‘Publications’.
The primary market for UNICEF vaccines covers theworld’s poorest 74 countries (up to $1000 GNP/capita).The UNICEF secondary market covers middle-incomecountries (above $1000 Gross National Product/capi-ta), which are usually tendered separately from theprimary market.
UNICEF recognizes that vaccine security is becoming anissue in an increasing number of middle-income coun-tries that have traditionally bought their own vaccines.
A woman deposits an auto-disable syringe into one of severalsafety boxes for the disposal of used syringes, at an outdoorimmunization site at the health centre in the village of Loruk,some 20 km north of the town of Marigat in the province ofRift Valley, Sudan.
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Vaccines save millions of lives every year. They areaffordable, cost-effective, strengthen primary healthcare systems and can control disease outbreaks. Im-munization ‘plus’ is a UNICEF priority. Supply Divisionprocures approximately 40 per cent of vaccines forchildren in developing countries, the equivalent of 2.5billion doses annually. The Division is responsible forprocuring vaccines for the Global Alliance for Vaccinesand Immunization (GAVI).
Because of market conditions unique to the vaccineindustry, Supply Division and partners have implementedseveral mechanisms to ensure that vaccine security – thesustained, uninterrupted supply of affordable vaccines,especially for the poorest countries – is maximized. Thisis reflected in the strict guidelines determining whichcountries can procure vaccines through UNICEF.
UNICEF procures a range of primarily basic vaccines,including, measles, diphtheria, pertussis, tetanus,tuberculosis, hepatitis B, HiB and polio in single andmulti-dose vials.
Short item description– BCG vaccine, vial of 20 doses–Measles vaccine, vial of 10 doses– DTP vaccine, adsorbed, vial of 20 doses– Oral Polio Vaccine, vial of 10 doses– TT vaccine, adsorbed, vial of 10 doses– DTP+Hib vaccine, lyophilized, vial of 10 dosesNote! This list is not exhaustive – Please refer tothe Supply Catalogue for further items.
VACCINE SAFETYUNICEF is committed to safe injection. The organizationpromotes the use of auto-disable syringes, or single-dose pre-filled auto-disable devices, and also offerssafety disposal boxes for used syringes.
Short item description– Syringe, auto-disable, 0.10 ml, blister packed, in
box of 100– Safety Box for used Syringes/Needles, 5 litre,
box of 25Note! This list is not exhaustive – Please refer tothe Supply Catalogue for further items.
VACCINE SECURITYThe global vaccine market is severely constrained bythe potential risk of vaccine shortages. Supply Divisionbalances its procurement decisions between securingaffordable vaccines and maintaining a healthy and
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In these countries, Supply Division may assist withvaccine security through:• Market analysis,• Advice on procurement options, and• Procurement, where necessary.
Unfortunately, due to market constraints, Supply Divisionis unable to procure vaccines on behalf of partners if it:• infringes on contracts governments already have
in place with manufacturers for the supply ofvaccines,
• takes over procurement that is already effectivelyhandled by governments,
• is simply a source of cheaper vaccines.
Requests for vaccines destined for countries in the sec-ondary market require provision of specific reasons jus-tifying procurement through UNICEF. The followingquestions must be answered:• What has been the government’s mechanism for
procurement?• What is the specific basis for the government to
change its procurement mechanism?• What are the government’s long-term plans for
achieving vaccine security?
VACCINE FORECASTINGLong-term planning is the key to effective vaccine pro-curement. UNICEF has introduced a tool for countriesto plan, forecast and fund vaccines. This includes pro-curement on behalf of Procurement Services partners.
QUALITY ASSURANCE• All UNICEF vaccines come from WHO pre-qualified
producers, following Good Manufacturing Practices.We only purchase from suppliers with a provenrecord of competence, knowledge and experience.
• Manufacturing sites are subject to periodic inspec-tion by WHO.
• Technical specifications are available for standardproducts, including packaging/labelling.
• Products shipped directly from suppliers are subjectto random inspection by UNICEF or designatedrepresentatives.
• The Vaccine Arrival Report system supports thesafe receipt of vaccines in-country.
• Due to market constraints, UNICEF cannot guaranteethat vaccines will be purchased from any specificproducer or country of origin.
TECHNICAL SUPPORTAn Immunization Team of technical and procurementexperts reviews every Procurement Services request forvaccine procurement to ensure that it is consistent withvaccine security tenets. Assuming the request is accepted,this team can offer a range of technical services.
Forecasting and finance:Support in processing forecasts and funding, throughthe provision of historical data and other procurementinformation.
Injection safety and waste management:Support in the procurement of medical devices such asauto-disable syringes, safety boxes and the promotionof injection safety.Support in addressing the management of waste aris-ing from immunization.
Vaccine security missions:Undertaking vaccine security missions that address thetwo key areas of forecasting management and fundsacquisition for vaccine procurement.
Capacity building:Support in establishing full vaccine management capacityon programmes, through assistance and skills transferleading to good in-country vaccine management (pro-curement practices, logistics, etc.) underpinned by thevaccine security principles.
Additional information on a range of immunization-related subjects, including vaccine quantity and priceprojections, GAVI, auto-disable syringes including aprice list, can be found on the UNICEF website,www.unicef.org/supply, under ‘Immunization’.
These vials of polio vaccine contain a in-built cold-chainmonitor card that changes colour if the vaccine is exposed totemperatures outside a specific range.
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Vaccines are delicate products that can easily losetheir potency if handled incorrectly. UNICEF has beenpart of immunization and disease-control campaignssince the foundation of the organization in 1946. Today,the organization is one of the world’s largest purchas-ers of vaccines and related devices.
UNICEF has developed unparalleled market experienceand knowledge in the procurement and supply ofvaccines and related products, such as cold-chainequipment and spare parts. Equipment is only one ele-ment of an effective cold-chain system. Competentpersonnel and efficient procedures are also vital.Supply Division has a specialized team of immuniza-tion and cold-chain staff that can provide comprehensivetechnical and procurement support, including selectingthe most appropriate supplies.
UNICEF has identified a number of standard cold-chainproducts that are the most appropriate for a range ofsituations. These items include: cold/freezer rooms,compression refrigerators/freezers, absorption refrigerators/freezers, solar refrigerators/freezers, refrigerator spareparts, cold boxes/carriers, icepacks, thermometers/indicators, and accessories. In addition UNICEF canprovide vaccine cold-chain monitor cards used to monitorthe temperature of vaccines in transit through the cold-chain system.
Popular items include:Short item description– Freezer, Vestfrost, MF114, PIS E3/96-M, storage
capacity 72L– Vaccine carrier, storage capacity1.5-3L– Vaccine cold box, large, long range, storage ca-
pacity 15-27L– Icepack, 0.4 litre capacity– Icepack, 0.6 litre capacity/BOX-24– Vaccine cold-chain monitor cards, EnglishNote! This list is not exhaustive – Please refer tothe Supply Catalogue for further items.
Further information including detailed product specifi-cations can be found in the unicef supply catalogue,available online at www.unicef.org/supply. The printversion of the Supply Catalogue also contains a com-prehensive technical note.
Additionally, UNICEF Supply Division can also procuremore specific items that are not listed in our SupplyCatalogue. These include, for example, refrigeratedtrucks, data loggers for cold stores, etc.
COLD-CHAIN EQUIPMENT
QUALITY ASSURANCE• We only purchase from suppliers with a proven
record of competence, knowledge and experience.• Products meet WHO Performance Specifications
for cold chain.• Manufacturing sites are subject to inspection by
UNICEF.• Technical specifications are available for standard
products, including packaging/labelling.• Supply Division requests and tests samples as part
of the bid adjudication process.• We randomly test samples of products delivered to
our warehouse.• Products shipped directly from suppliers are subject
to random inspection by UNICEF or designatedrepresentatives.
TECHNICAL SUPPORTThis can include:• Assessing customer needs and developing long-
term investment plans for cold-chain equipmentand in-country logistics.
• Assessing vaccine management practices anddeveloping long-term plans for improvement.
• Assessing vaccine forecasting, funding andplanning practices, and developing practices inthese areas that ensure vaccine security.
• Assessing immunization injection safety practicesand developing long-term plans for improvement.
• Conducting pre-feasibility surveys of solar-poweredrefrigeration systems for the storage of vaccines.
• Specifying and procuring the most appropriatecold-chain equipment and products for the imple-mentation of immunization programmes.
• Facilitating training for cold-chain and vaccinemanagement.
• Undertaking special assessments of specific issuessuch as the freezing of vaccines, cold-chain inven-tories, or the local manufacture of cold-chainequipment.
Polio vaccines for a National Immunization Day in India aretransferred to cold boxes, a step further towards protectingchildren. ©
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MEDICAL DEVICES - CONSUMABLESAND EQUIPMENTUNICEF procures medical devices (including laboratoryitems) as part of its priority to support early childhooddevelopment. The provision of safe, good quality medicaldevices at reasonable prices is essential to the deliveryof quality healthcare to mothers and children.
UNICEF’s comprehensive range of essential medicaldevices is detailed in the UNICEF Supply Catalogue.Most of these items are stocked in the Supply Divisionwarehouse in Copenhagen, ready for rapid delivery.Pre-packed kits are available and customized set pack-ing undertaken upon request from the customer.
In addition, a report providing assistance in the designand product specifications of an “essential supplies list”for primary health centres and a first referral level hospi-tal in a health district, is available from Supply Division,upon request. The list is organized on a ‘room byroom’ basis.
PRE-PACKED MEDICAL KITSUNICEF has researched, developed and extensivelyfield tested a series of medical kits to meet a variety ofneeds. The list of medical kits includes: the new emer-gency health kit, midwifery kit, obstetric surgical kit,sterilization kit, resuscitation kit, surgical instrumentsets and a first aid kit. The kits are modular, so some‘complete’ kits have several components, each with aseparate catalogue number, allowing partners to cus-tomize them to meet their specific needs. Full details ofthe contents of each kit, in addition to special notes(technical bulletins) on the background and purposeof certain kits can be found in the UNICEF SupplyCatalogue at www.unicef.org/supply. A printed versionof the catalogue is also available from ProcurementServices, upon request.
New Emergency Health Kit – CompleteNew Emergency Health Kits are an integral part ofUNICEF’s immediate response to most emergencies.The kit is designed principally to meet the initial primaryhealth care needs of a displaced population withoutmedical facilities. It contains drugs, medical supplies,and basic medical equipment for a population of10,000 persons for three months. Basic steam sterili-zation equipment is also included to ensure foolproofsterilization facilities in all types of environment. How-ever it does not include resuscitation and major surgi-cal supplies and equipment, nor hospital equipmentand hospital furniture. It has been designed for generalmedicine under primitive conditions. More serious cases
should be referred to the nearest hospital. For more in-formation, please refer to Technical Bulletin no. 3, in theonline UNICEF Supply Catalogue.
New Emergency Health Kit, completeQuantity and short item description10 x New Emergency Health Kit–Basic unit1 x New Emergency Health Kit–Supplement 1-Drugs1 x New Emergency Health Kit–Supplement 1a–Drugs1 x New Emergency Health Kit–Supplement 2–
Equipment1 x New Emergency Health Kit – Supplement 3 -
Renewable
Midwifery Kit – CompleteThe midwifery kit is designed to improve maternal andneo-natal care in situations of development and emer-gency. It is based on UNICEF/WHO policies such asthe Integrated Management of Pregnancy and Child-birth, the Mother-Baby Package, Implementing SafeMotherhood in Countries, Programming for MaternalSurvival and the Emergency Relief Items. Complete,the midwifery kit contains basic drugs, renewable medicalsupplies, medical equipment and basic sterilization andresuscitation equipment for health facilities to performan average of 50 normal deliveries. For more information,please refer to Technical Bulletin no. 4, in the onlineUNICEF Supply Catalogue.
Midwifery Kit, completeQuantity and short item description
1 x Midwifery Kit, 1 - Drugs1 x Midwifery Kit, Supplement 1a – Drugs1 x Midwifery Kit, 2 – Equipment1 x Midwifery Kit, 3 – Renewable1 x Sterilization Kit C1 x Resuscitation Kit, basic
Obstetric, Surgical Kit – CompleteThe Obstetric, Surgical Kit has been designed to improvematernal and neonatal care in situations of develop-ment and emergency. It is based on the same UNICEF/WHO policies as the Midwifery Kit. Complete, theObstetric, Surgical Kit comprises one midwifery kitplus supplementary units. It contains basic drugs, renew-able medical supplies, medical equipment, surgicalinstruments, and basic sterilization and resuscitationequipment for health facilities to handle an average of100 deliveries, including 50 with complications andsurgery (with an average of 25 caesarean sections).
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For more information, please refer to Technical Bulle-tin no. 5, available from the online UNICEF SupplyCatalogue.
Obstetric, Surgical Kit, completeQuantity and short description1 x Midwifery Kit, 1-Drugs1 x Midwifery Kit, Supplement 1a–Drugs1 x Midwifery Kit, 2 – Equipment1 x Midwifery Kit, 3 – Renewable1 x Obstetric, Surgical kit, Supplement 1–Drugs1 x Obstetric, Surgical kit, Supplement 1a–Drugs1 x Obstetric, Surgical kit, Supplement 2–Equipment1 x Obstetric, Surgical kit, Supplement 3–Renewable2 x Sterilization Kit C2 x Resuscitation Kit, basic
Note! The list of kits is not exhaustive – Please refer tothe UNICEF Supply Catalogue for further items.
SERVICESSupply Division has a specialized medical team of tech-nical and procurement experts to assist in developingproject and product specifications.
QUALITY ASSURANCEProducts procured by UNICEF must comply with thestrictest international quality standards.• We only purchase from suppliers with a proven
record of competence, knowledge and experience.• Manufacturers of medical devices must meet es-
sential requirements in conformity with qualitysystems standards, recommended by the GlobalHarmonization Task Force (GHTF), www.ghtf.org.
• Manufacturing sites are subject to inspection byUNICEF.
• Products must meet the Essential Principle ofSafety and Performance of Medical Devices require-ments, described in the Global Harmonization TaskForce document SG1/N041R6, available atwww.ghtf.org.
• Technical specifications are available for standardproducts, including packaging/labelling.
• Supply Division requests and tests samples as partof the bid adjudication process.
• We randomly test samples of products delivered toour warehouse.
• Products shipped directly from suppliers are subjectto random inspection by UNICEF or designatedrepresentatives.
• Suppliers of hospital equipment must guaranteethat the items under contract are manufactured forat least five years after the contract is awarded,and that spare parts are available for ten years.
TECHNICAL SUPPORTThis can include:• Assessing and analysing national needs in the con-
text of health systems, policy and regulation andthe supply system.
• Assessing the supply planning capacity of nationalhealth structures.
• Defining customer needs for products, in the contextof utilization, policy and legislation, internationalnorms and regulations.
• The development of protocols for the evaluation ofproduct use, replenishment, maintenance and quality.
• Assessing and analysing sourcing options vis-à-visUNICEF standard and non-standard products.
• Assessing the supply chain and identifying needsto optimize the supply function.
• Identifying priorities/constraints to addressingcustomer needs effectively in coordination withimplementation partners.
Assistant Doctor Arasto uses a UNICEF-supplied microscope toexamine a blood sample at a health centre in Kanibee village, inthe northern governerate of Erbil, Iraq.
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PHARMACEUTICALS ANDMICRONUTRIENTSEssential medicines provide safe, effective treatmentfor all the most common infectious and chronic diseases.Essential medicines programmes reduce morbidity andmortality by ensuring the accessibility, rational use, andquality of medicines. The products available in theUNICEF Supply Catalogue have been selected from theWHO Model List of Essential Drugs, published in the Tech-nical Report Series 882. Most of these are stocked inCopenhagen - ready for set packing and/or rapid delivery.
UNICEF’s Supply Division has a specialized Pharmaceu-ticals and Micronutrients Team to assist in project andproduct specifications. Suppliers must have currentGood Manufacturing Practice (GMP) licences, andSupply Division itself has a Good Distribution Practice(GDP) licence from the Danish Medicines Agency. TheSupply Division warehouse in Copenhagen is the onlyUnited Nations warehouse licensed to hold wholesalepharmaceutical products in accordance with the Euro-pean Community Guidelines on Good Distribution Practiceof Medicinal Products for Human Use.
Supply Division arranges regular meetings betweenleading development agencies and pharmaceuticalmanufacturers in order to keep fully up-to-date on
market developments, provide accurate forecasting offuture needs and secure the supply of products toresource-limited countries.
Many Long Term Arrangements (LTAs) have beenestablished with reliable pharmaceutical suppliers,meaning that once an order has been received andaccepted, procurement is rapid.
Guidelines on the procurement of pharmaceuticals,including antiretrovirals, are currently being reviewed.Please contact UNICEF Supply Division for an update.
INTERNATIONAL NON-PROPRIETARYNAMES (INN)UNICEF and WHO recommend the use of generic INNnames for each drug - the shortened scientific namebased on the active ingredient. Most essential drugsare no longer under patent and can be manufacturedfreely under their generic names. They can be boughtat much lower prices, but offer the same efficacy, bio-availability, safety and quality.
Cecilia holds her sleeping granddaughter, Florine, 6, in a suburb of town of Mvuri in Mazowe District, 120 km north of Harare, thecapital, of Zimbabwe. Florine is the youngest of six grandchildren whom Cecilia cares for, following the deaths of both of herdaughters from AIDS.
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HIV/AIDS ANTIRETROVIRAL (ARV)MEDICINES FOR OPPORTUNISTICINFECTIONS, AND TEST KITSUNICEF follows technical guidance from WHO for theselection of medicines and diagnostics related to HIV/AIDS. The guidelines can be found on the WHO websiteat www.who.int/3by5.
Recent lessons learned procuring ARVs for countriesseverely affected by HIV/AIDS indicate that for UNICEFto be able to respond in the best way to requests frompartners, including governments, there is a need to:1. Review the drug regulatory and patent status of all
the ARVs requested for purchase, and provideUNICEF with information as to the use of theAgreement on Trade-Related Aspects of IntellectualProperty Rights (TRIPS) safeguards when a countryor customer requests procurement assistance.
2. Assess and address in-country impediments, in-cluding issues of stock security, appropriate pack-aging for home use and patent adherence to regi-men, etc.
Additional information on the use of antiretroviral medi-cines can be found in the print version of the UNICEFSupply Catalogue.
MISCELLANEOUS PHARMACEUTICALPRODUCTSSupply Division also has the capacity and expertise toprocure when appropriate, other specialized pharma-ceuticals and related supplies. It is advisable to involveSupply Division at an early project planning stage.
MICRONUTRIENTSUNICEF’s many years of work in the area of maternaland child health and nutrition has led to capacity andexperience in the procurement of nutrition-relatedproducts, especially micronutrients, e.g. vitamin A,iodized oil, multiple micronutrient tablets, and suppliesfor therapeutic feeding.
DIAGNOSTICS (TEST KITS)UNICEF has considerable experience in the procurementof test kits for a number of diseases, including HIV/AIDS, malaria, and Sexually Transmitted Infections(STIs). UNICEF only procures test kits that have beenpre-qualified by WHO.
QUALITY ASSURANCEPharmaceutical products procured by UNICEF mustmeet stringent international quality standards.
• UNICEF Supply Division is Good Distribution Practices(GDP) licensed by the Danish Medicines Agency.
• We only purchase from WHO pre-qualified manu-facturers with a proven record of competence,knowledge and experience.
• Manufacturers must conform to current GoodManufacturing Practice (GMP) standards, as estab-lished by WHO (WHO Technical Report Series No.863, 1996), and be regularly inspected by nationalregulatory authorities.
• Every manufacturer is subject to GMP assessmenteither by a Supply Division medicines inspector orby an independent third party before UNICEF willpurchase.
• A Marketing Authorisation for the product, in thecountry of origin, is generally required for medicinespurchased by UNICEF.
• UNICEF Supply Division conforms to all requirementsof the WHO Certification Scheme on the Quality ofPharmaceutical Products Moving in InternationalCommerce.
• A Certificate of Analysis can accompany all medi-cines for each batch supplied.
• An independent laboratory analysis is made of ran-domly-picked samples of medicines delivered to thewarehouse in Copenhagen.
• The suitability of packing and labelling is subject toboth technical and quality checks before purchasing.
• Medicines shipped from Copenhagen must have aminimum shelf life of 13 months remaining. Forproducts with a shelf life of two years or less,there must be one third of the shelf life remaining.
• UNICEF has a medicine recall/returns policy inplace.
TECHNICAL SUPPORT• UNICEF can provide guidance on current best prac-
tices in the procurement of pharmaceuticals andmicronutrients. UNICEF also offers technical as-sistance to governments in analysing the supplyenvironment and helping develop efficient andeffective supply systems.
• Procurement requests are routinely checked for con-formance with WHO-recommended programmeguidelines and, where necessary, advice is provided.
• Information on internationally pre-qualified suppliersand products is available, sometimes in the form ofregularly updated reports such as “Sources andPrices of HIV/AIDS Medicines and Diagnostics”.
• UNICEF can offer either full or partial procurementof essential medicines for specific activities, with orwithout technical and local logistics support.
• We can also provide technical and logistics supportas a separate service with the customer handlingall the processing and payment transactions for thesupplies purchased.
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WATER, ENVIRONMENT ANDSANITATIONProviding children, their families and communities withsafe water and sanitation is essential to several UNICEFpriorities, including early childhood development andgirls’ education. UNICEF is working towards reducingthe proportion of households that do not have access toaffordable, safe drinking water and hygiene - by at leastone third by the year 2010. Achieving this goal dependsupon the procurement and delivery of appropriate andaffordable supplies, and an awareness of the scarcity ofavailable resources.
UNICEF Supply Division has a team of highly qualifiedand experienced Water, Environment and Sanitation(WES) staff to provide technical and project assistanceupon request.
ESSENTIAL WES PRODUCTSUNICEF has the capacity to provide most of the servicesand/or commodities required for full water cycle cover-age. This includes, but is not limited to the followingactivities.
The scope of these facilities ranges from water treat-ment for an individual household to a large-scale projectserving either a temporary camp or an established com-munity. All these activities include both the appropriatetools and equipment needed for proper implementation,as well as the power-source equipment and consuma-bles needed for proper operation.
UNICEF can assist with the following activities:• Reconnaissance: To locate appropriate sources of wa-
ter including surveying, hydro-geological, geophysicalstudies, water quality and quantity determinationand monitoring.
• Water collection: Covering the range of optionsavailable to make use of ground water, includingthe drilling and digging of various types of wells,and well development. This also includes the piping,fittings and all types of pumps (both hand pumpsand power driven pumps using either conventionalfuel engines or renewable energy such as solar orwind power).
A smiling girl holding a large pot of water stands amidst women and other children during a UNICEF water distribution in SaddamCity, a large suburban slum in Baghdad, the capital. UNICEF contracted firemen to deliver safe water in their trucks to parts ofthe city that were without water and electricity for several weeks.
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Water collection also includes intakes for surfacewater (rivers and lakes). Related equipment includespumps, pipes, fittings and structures.
Rain water harvesting is increasingly popular as asource of clean water in many countries. Thismethod requires proper collection and storageequipment.
• Water treatment: Covering a range of treatments toremove suspended solids, living organisms andhigh concentrations of salt. The steps, dependingon the existing water quality, could include pre-treatment, coagulation, sedimentation, filtration,reverse osmosis, activated carbon and disinfection(by chlorination, ozonation or ultraviolet means).The treatment units range from small, mobile setssuitable for small camps, to full-range water treat-ment plants serving an established community.
Household treatment is very important, with broad-ranging benefits, particularly in rural districts.UNICEF has developed a basic family water kit toaddress emergency needs.
• Water distribution and storage: Including all perma-nent network requirements (pipes, fittings, pumps,boosters, storage tanks and water towers. Distri-bution can also be for temporary needs (tankers,collapsible tanks, mobile pumps, family storage anddistribution stands). Water metering is important tocontrol and encourage the responsible use of water.
• Sanitation: This is a vital step in the water supply.UNICEF provides various forms of sanitation sup-plies, including latrines, school sanitation, campsanitation, sewerage and equipment for wastetreatment and disposal.
• Testing: In all water cycle processes, testing andmonitoring is an essential activity. UNICEF hasidentified a number of field test kits to suit a rangeof needs. Supply Division ensures that the mostappropriate test kit for the local conditions is pro-vided. Permanent, central laboratories are alsoneeded to check and verify the results of field test-ing. UNICEF Supply Division is also able to supplya full range of water testing laboratories.
The UNICEF Supply Catalogue, available online atwww.unicef.org/supply contains detailed specificationsfor a wide range of WES items.
QUALITY ASSURANCE• We only procure from suppliers with known
records of competence, knowledge and experience.
• Most of our suppliers are ISO 9001/EN46001 orISO 9002/EN 46002 certified.
• Manufacturing sites are subject to inspection byUNICEF or designated representatives.
• Technical specifications are available for all stand-ard products, including labelling and packaging.
• We randomly test samples of products delivered toour warehouse in Copenhagen.
• Products that are shipped directly from suppliersare subject to random inspection by UNICEF ordesignated representatives.
TECHNICAL SUPPORTThis can include:• Assessing customer needs to establish baseline in-
formation in relation to WES requirements.• Establishing monitoring and control systems for
water quality at national and/or regional levels.• Assessing and analysing national needs in provid-
ing safe drinking water and hygiene.• Assessing supply plans based on the resources
available and project implementation plans.• Specifying and procuring the most appropriate
equipment and products for the implementation ofWES plans.
• The procurement of equipment and products fortemporary needs such as refugee camps or for thepermanent needs of existing or newly-developedcommunities.
• Assessing the local production of WES equipmentand products that could be used in national or re-gional programmes.
While a girl washes cooking pots nearby, standing besidelaundry hanging to dry from a clothes-line, a boy holds thedoor of a portable toilet, provided by UNICEF and bearing theUNICEF logo, in an encampment for those displaced by theJanuary earthquake in Armenia, capital of the westerndepartment of Quindio, Columbia.
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EDUCATION EQUIPMENT
Access to appropriate educational supplies is essentialto the fulfilment of children’s right to education. Formany decades UNICEF has worked with governmentsto provide appropriate learning materials for children.Girls’ education is a UNICEF priority.
Supply Division provides a range of supply services foreducation, through its team of procurement and techni-cal staff and by utilizing the professional expertise ofsubject specialists from the education sector. Theseservices include basic procurement, developing productspecifications, sourcing suppliers, giving guidance inethical procurement, offering complete supply solutions,printing services, and emergency assistance. UNICEFstocks a significant inventory of educational items atits Copenhagen warehouse, and keeps abreast of marketdevelopments. UNICEF communicates regularly withsuppliers in order to follow educational developments, andcan offer advice on new educational products. Non-ware-house items can always be procured, if appropriate.
Beyond the scope of the traditional classroom teachingenvironment, UNICEF has found solutions to the prob-lem of teaching children in extraordinary situations.During an emergency and in its aftermath, providingchildren with educational opportunities offers them asense of normality and is also a positive focus for thelocal community. Educational kits often form part ofUNICEF’s emergency response. In special circumstancesthese kits can be tailored to the needs of the receivingcountry, with locally-appropriate materials included.Mine awareness leaflets were printed and included inkits distributed in Iraq, for example. For Afghanistan,UNICEF supplied educational kits with specialised sta-tionary that were shipped directly from regional suppliers.
TEACHING AND RECREATION MATERIALSUNICEF has developed two kits for educational andrecreational purposes, which are particularly suited toemergency situations but can also be used in develop-ment contexts.
The school-in-a-box kit contains supplies and materialsfor a teacher and up to 80 students. The supplies includepencils, exercise books, a wooden teaching clock, plas-tic cubes for counting, and a set of three laminatedposters (alphabet, multiplication and number tables). Astock of 5,000 kits is always available in Copenhagenfor immediate shipment, and 500 kits are stocked atthe UNICEF warehouse in South Africa.
The recreation kit is a recent development, containing arange of physical education items for up to 40 children.This kit was developed after recognizing that sport is
an effective trauma therapy for children affected bywar and natural disasters. Specific items include ballsfor several types of games, coloured tunics for differentteams, chalk and a measuring tape for marking bound-aries and a whistle and scoring slate. The kit also takesaccount of regional and cultural differences in children’ssports activities and gender difference. A total of 200kits are always ready for dispatch from Copenhagen,and a further 100 are stocked in South Africa.
UNICEF also has considerable experience procuringplayground and sports equipment. In addition to sup-plying these items, Supply Division staff can offer ad-vice on safety standards and the placing of individualstructures.
Recent projects have called for the provision of scienceteaching equipment at the secondary school level, no-tably science teaching kits. Microscale kits are enjoyingincreasing success. These kits are small in size, containall the equipment needed to carry out up to 15 differentexperiments, and have a shelf-life of four to five years.Because they are self-contained, no additional laborato-ry equipment is required, and children can gain hands-on experience in a variety of experiments.
Supply Division can provide anatomical models andcharts for health education. Culturally-specific productscan also be produced. For example, UNICEF procured mapsprinted in the Dari and Pashtu languages for Afghanistan.
THE SCHOOL FABRICUNICEF is also concerned with ensuring that childrenhave a safe and effective environment in which tostudy and play. In emergencies, UNICEF can shipclassroom tents to affected areas, as was undertakenin Kosovo, Mozambique and Afghanistan. Supply Divisionalso has expertise in the procurement of classroom fur-niture, and can find the most appropriate items to suitlocal conditions, such as double desks and individualchairs for interactive learning, or double desks with abench attached to avoid pilferage.
As safe water and suitable sanitation facilities are vitalto encourage children, particularly girls, to enrol andremain in school for as long as possible, educationalprocurement often goes hand-in-hand with water andsanitation provision. Supply Division offers assistancein planning and building the physical structure of aschool, including safe water supply and latrines, andhas been instrumental in rehabilitating educationalestablishments affected by disaster in both Kosovoand Afghanistan.
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A COMPLETE EDUCATIONAL SOLUTIONUpon request, Supply Division can provide a completeeducational supply package: identifying, sourcing, pro-curing, and shipping an inventory of items. In the past,these items have ranged from sports equipment, dor-mitory furniture, canteen equipment, and laboratoryapparatus for several schools. On occasions, UNICEFassistance has also included installing some of thebulky items such as built-in stoves, training staff in howto use the equipment, such as science kits, and buildingin-country capacity by involving government staff inthe procurement process.
SET PACKINGSet packing enables items to be grouped and packed insets according to the customer’s instructions. This isparticularly useful when items are to be distributed to avariety of schools or other establishments on arrival in-country. UNICEF can assist further by colour-codingand labelling supplies for multiple destinations withindividual addresses.
QUALITY ASSURANCE• We only procure from suppliers with known
records of competence, knowledge and experience.• Products must comply with the European Commu-
nity Toy Safety Standard EN71 and packaging
should bear the CE symbol or equivalent international-ly-recognized toy safety standard. Suppliers from re-gions with other safety standards must prove thattheir products are not potentially harmful to children.
• Manufacturing sites are subject to inspection byUNICEF or designated representatives.
• Technical specifications are available for all standardproducts, including labelling and packaging.
• We randomly test samples of products delivered toour warehouse in Copenhagen.
• Products that are shipped directly from suppliersare subject to random inspection by UNICEF ordesignated representatives.
TECHNICAL SUPPORTThis can include:• Providing advice and information on regional sourcing
of educational materials, including classroom equip-ment, items for physical education, and imaginativeplay materials for young children.
• Providing assistance in selecting the most appropriatesupplies for the age group of children targeted andthe local environment.
• Offering comprehensive assistance in printing, fromproviding guidelines to outsourcing printingprojects to pre-selected suppliers.
• Training staff in product usage (e.g. science kits).
With minimal equipment, the UNICEF school-in-a-box provides a ready-made educational solution for children inemergencies, such as here in Monrovia, Liberia.
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PACKING, SHIPPING AND DELIVERY
INTERNATIONAL SHIPPINGThere are four principal modes of transportation that canbe used in delivering goods: road, rail, air, and maritimetransport (coastal, inter-island, river). The volume andweight that can be transported, the speed at which thathappens, and the cost of transportation are all interrelatedand should be kept in mind when making decisions onwhich mode(s) to select. The comparative advantages ofeach are as follows:
Mode Cargo Capacity Cost per Kg SpeedMaritime ++++ + +Rail +++ ++ ++Road ++ +++ +++Air + ++++ ++++
Sea and air are the most common modes of transpor-tation.
PACKINGItems supplied by UNICEF Supply Division are alwayspacked in material suitable for transportation by air,sea, rail and/or road, and all packages are clearlymarked.
Special requirements for packing, labelling etc. must beprovided together with the initial request form.
UNICEF Supply Division produces a range of pre-packed kits. We also offer a “set packing” service foritems stocked in the Copenhagen warehouse. Setpacking allows you to group the supplies and equipmentyou procure in pre-determined sets. This is often usefulin cases where items are to be distributed further uponarrival in country. For example, a set pack could com-prise a two-month supply of essential medicines for ahealth centre or village dispensary.
SHIPPINGSupply Division has established global freight forwardingarrangements with reliable freight forwarders, shippingcompanies and airlines, all offering a high level of service atcompetitive rates. As a part of this service, Supply Divisionhas been given access to the freight forwarders “Track &Trace Systems” enabling UNICEF to locate any shipmentat any time and provide partners with updated shippingdetails.
RECEIVING SUPPLIES
Clearing shipmentsTo avoid pilferage, port storage, container demurrageetc., it is important that shipments are cleared andremoved from point of entry (ports/airports as quicklyas possible. The following documents will be distribut-ed to the consignee or the local UNICEF office prior tothe arrival of the vessel.
• Sea freight shipments:Cover page/pre-advise, original Bill of Lading (B/L),copy B/L, supply invoice/packing list will be sent bycourier service after departure.
• Air freight shipments:Cover page/pre-advise, original Air Way Bill (AWB),copy AWB and supplier invoice/packing list willaccompany the shipments. Copies of all accompa-nying documents will also be faxed or emailed tothe consignee or the local UNICEF office uponagreement after departure.
On 28 December 2003, workers load UNICEF emergency reliefsupplies onto a transport plane bound for Iran at the airport inCopenhagen, Denmark.This is the second shipment of UNICEFsupplies destined for the tens of thousands of children andwomen made homeless by the earthquake in theIranian city of Bam.
During busy periods the Copenhagen warehouse establishesadditional production lines to ensure that delivery deadlinesare met.
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UNICEF SUPPLY CATALOGUE
The UNICEF Supply Catalogue contains the specifica-tions for 1,700 items. It is designed to assist in supplyplanning, delivery and monitoring, and is available bothonline and in print/CD versions. Please visitwww.unicef.org/supply, and click on the supply cata-logue icon for online information. Alternatively, contactProcurement Services directly by sending an email [email protected] to request a printed copy.
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CONTACT US
Other useful publications available include a leafletcontaining general information about ProcurementServices, and ‘How to Order’, a practical guide to or-dering from Procurement Services. Please contact usfor your free copy.
Further information on Procurement Services, includingonline registration and a cost estimate, is available onour website at: www.unicef.org/supply
For additional queries, please phone us on(+45) 35 27 35 27, fax (+45) 35 26 94 21or email us at [email protected]
For written enquiries, our postal address is:Procurement Services Centre,UNICEF Supply Division,UNICEF Plads, Freeport,DK-2100 Copenhagen Ø,Denmark.
We look forward to working together.
Additional information about UNICEF, including the latest news, Procurement Services pages and downloadable forms,is available at www.unicef.org/supply
PROCUREMENTSERVICES
COMMODITIES& SUPPLY SERVICES
April 2004 www.unicef.org/supply
Procurement Services CentreUNICEF Supply DivisionUNICEF Plads, FreeportDK-2100 Copenhagen ØDenmark
Telephone: +(45) 35 27 35 27E-mail: [email protected]
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