Procurement for UN Peacekeeping Operations Karen Grajeda, Engineering Support Team, UN Procurement Division (UNPD)
Dec 26, 2015
Procurement for UN Peacekeeping Operations
Karen Grajeda, Engineering Support Team, UN Procurement Division (UNPD)
OVERVIEWOVERVIEW
The procurement function in UN Peacekeeping The procurement function in UN Peacekeeping Current systems contracts – Major requirements Current systems contracts – Major requirements Essentials for success as UN vendorEssentials for success as UN vendor Field Missions OverviewField Missions Overview HQ vs. Local ProcurementHQ vs. Local Procurement Mission specific Procurement Mission specific Procurement Haiti Emergency Response 2010Haiti Emergency Response 2010
The Procurement The Procurement functionfunction
UN Procurement Division (New York) UN Procurement Division (New York) Local procurement offices in each peace-Local procurement offices in each peace-
keeping missionkeeping mission
www.un.org/depts/ptdwww.un.org/depts/ptd
Peacekeeping Procurement Section
Structure and supply responsibilities
Field SupplyMedical supplies,
fuel, food, office supplies/furniture, and personal security equipment
Engineering SupportPrefabricated buildings,
water purification systems,generators, toolkits
Field Liaison TeamProvides procurement guidance to field missions, process LCC/HCC
requirements
Vehicle TeamVehicles, MHE, construction equipment,
airfield support, armoured vehicles,
spare parts & road transport related equipment and services
Logistics & Transport Section Structure and supply responsibilities
Freight-forwarding UnitAll shipments of goods procured
by HQ for HQ or missions
Strategic Movements TeamOrganize short term logistics needs:
1. Troop deployment2. Movement of UN & COE3. Shipment of personnel
effects
Air Charter TeamCharter fixed and rotary wingsaircraft for the long term usein peacekeeping missions
Goods
• Food (Rations and Ration Packs)
• Pharmaceutical Supplies
• Vehicles
• Computers and Software
• Shelter and Housing
• Telecommunications Equipment
• Laboratory Equipment
• Chemicals (POL)
• Building Materials
• Security Equipment
• Office Furniture/supplies
ServicesServices
• Transportation ServicesTransportation Services• Air Charter ServicesAir Charter Services• Security ServicesSecurity Services• Outsourced Personnel ServicesOutsourced Personnel Services• Engineering ServicesEngineering Services• ConstructionConstruction• Corporate ServicesCorporate Services• Freight ServicesFreight Services
• Printing Services, Equipment RentalPrinting Services, Equipment Rental• Consultancy ServicesConsultancy Services• Telecommunication ServicesTelecommunication Services
What HQ procures for peacekeeping missions
Guidelines for UN Guidelines for UN ProcurementProcurement
Procurement activities are based on the following Procurement activities are based on the following principles: principles: The objectives/needs of the UN OrganizationThe objectives/needs of the UN Organization Fairness, integrity & transparency through Fairness, integrity & transparency through
international competitioninternational competition Economy & effectivenessEconomy & effectiveness Best value for moneyBest value for money
These Common Guidelines cover procurement stages These Common Guidelines cover procurement stages from sourcing to contract performancefrom sourcing to contract performance
Must offer appropriate standard of goods/services requiredMust offer appropriate standard of goods/services required Must accept terms and conditionsMust accept terms and conditions Preparedness to operate in difficult environments, flexibility, client-Preparedness to operate in difficult environments, flexibility, client-
orientation, after sale supportorientation, after sale support Registration as vendor (Registration as vendor (www.ungm.org)) Information of upcoming procurements:Information of upcoming procurements:
Monitor PD web site regularly for ‘Expressions of Interest’Monitor PD web site regularly for ‘Expressions of Interest’ in area in area of expertise (>$40,000)of expertise (>$40,000)
Monitor other web-sites for info on PK operationsMonitor other web-sites for info on PK operations Respond to ALL solicitations making best efforts / bidsRespond to ALL solicitations making best efforts / bids Seek clarifications / de-brief when requiredSeek clarifications / de-brief when required Observe UN policies, incl. “Zero Tolerance” policyObserve UN policies, incl. “Zero Tolerance” policy
Essentials for Success as a UN vendor in Peacekeeping
UN PEACEKEEPING MISSIONS
Procurement for Peacekeeping performed by:
Procurement Division(40 out of 120 staff directly involved in PK Procurement)
Missions (about 400 field staff)
- Requirements exceeding delegation are for approval of the ASG, OCSS - Client is Department of Field Support (DFS)
- Delegation of Procurement Authority ($500,000 ‘Std.’ or $1,000,000 ‘Core’) - Local Procurement Authority (undertake bidding)- Requirements exceeding delegation are for approval of the ASG, OCSS- Clients are technical sections within the Mission
PROCUREMENT ACTIVITY
MISSION BUDGETING AND MISSION BUDGETING AND ACQUISITION PROCESSACQUISITION PROCESS
Mission Mandate (typically 6 months to 1 yr)Mission Mandate (typically 6 months to 1 yr)
Identify Need - Budget (some items procured by HQ only – Identify Need - Budget (some items procured by HQ only – vehicles, leasing of aircraft) - Acquisition Plan (DFS – Systems vehicles, leasing of aircraft) - Acquisition Plan (DFS – Systems Contracts) - Procurement ProcessContracts) - Procurement Process
Requisition to Procurement Section – Access Systems Contracts or Requisition to Procurement Section – Access Systems Contracts or InternationalInternational Competitive Bidding Competitive Bidding
Missions’ Procurement Sections Maintain Mission Vendor Roster Missions’ Procurement Sections Maintain Mission Vendor Roster (see PD website for contact information or mission web-site) (see PD website for contact information or mission web-site)
Missions Can Access PD’s Vendor Roster if RequiredMissions Can Access PD’s Vendor Roster if Required
MISSION SPECIFIC MISSION SPECIFIC REQUIREMENTSREQUIREMENTS
Specified in the solicitation document and can be uniqueSpecified in the solicitation document and can be unique
Could include local presence (typically bidders can Could include local presence (typically bidders can establish)establish)
Ask questions or propose alternatives during solicitation Ask questions or propose alternatives during solicitation periodperiod
Ensure you can perform before bidding (INCOTERMS, Ensure you can perform before bidding (INCOTERMS, warranty provisions, response time etc.) warranty provisions, response time etc.)
Haiti Emergency Response Haiti Emergency Response 20102010
Haiti faced a major humanitarian emergency following the country’s Haiti faced a major humanitarian emergency following the country’s worst earthquake in two centuries to hit the south of the capital Port-au-worst earthquake in two centuries to hit the south of the capital Port-au-Prince on Tuesday 12 January 2010.Prince on Tuesday 12 January 2010.
The UN headquarters of the UN Stabilization Mission in Haiti The UN headquarters of the UN Stabilization Mission in Haiti (MINUSTAH) in Port-au-Prince has sustained serious damage along (MINUSTAH) in Port-au-Prince has sustained serious damage along with other UN installation and many of their staff, civilian, military and with other UN installation and many of their staff, civilian, military and police officers have lost their lives.police officers have lost their lives.
The UN is utilizing its large contingent of troops and police in and around The UN is utilizing its large contingent of troops and police in and around Port-au-Prince to help maintain order and assist in relief efforts.Port-au-Prince to help maintain order and assist in relief efforts.
UN Procurement Division (NY) has been granted special procurement UN Procurement Division (NY) has been granted special procurement authorization to support the emergency response activities.authorization to support the emergency response activities.
Haiti Emergency Response Haiti Emergency Response 20102010
Immediate Deployment:Immediate Deployment: Supply: $7.5 million. Site Assessment/ Recovery, Water Bottles/ Food Supply: $7.5 million. Site Assessment/ Recovery, Water Bottles/ Food
Ration Packs, Fuel, Furniture, Emergency Health Kits, etc.Ration Packs, Fuel, Furniture, Emergency Health Kits, etc. Engineering: $10 million. Tents, Property Leases, Defense Barriers, Engineering: $10 million. Tents, Property Leases, Defense Barriers,
Heavy Equipment, Light Towers, etc.Heavy Equipment, Light Towers, etc. Vehicles: $0.6 million. Purchasing and Rental of Vehicles, etc.Vehicles: $0.6 million. Purchasing and Rental of Vehicles, etc. Communications and IT: $0.2 million. Communication, IT, Cameras, etc.Communications and IT: $0.2 million. Communication, IT, Cameras, etc. Logistics: $13.1 million. Cargo Movements, Passenger Movements, etc.Logistics: $13.1 million. Cargo Movements, Passenger Movements, etc.
Strategy:Strategy: Santo Domingo Back Office-Local PurchasingSanto Domingo Back Office-Local Purchasing Purchasing based on proximity and fast deployment Purchasing based on proximity and fast deployment
Haiti Reconstruction EffortsHaiti Reconstruction Efforts Acquisition plan 2010-2011Acquisition plan 2010-2011
EngineeringEngineering ConstructionConstruction
Military Camps (HQ)Military Camps (HQ) Headquarter Office (HQ)Headquarter Office (HQ) Maintenance of land and maritime border management Maintenance of land and maritime border management
projectsprojects Rehabilitation of HangarsRehabilitation of Hangars Various site preparationsVarious site preparations Rehabilitation of facilitiesRehabilitation of facilities Construction MaterialsConstruction Materials Various small-medium construction projectsVarious small-medium construction projects
ServicesServices MaintenanceMaintenance Septic and solid waste cleaning servicesSeptic and solid waste cleaning services Technical InspectionTechnical Inspection Rental of portable toiletsRental of portable toilets
SupplySupply Security ServicesSecurity Services Maintenance SuppliesMaintenance Supplies Fire EquipmentFire Equipment Rescue EquipmentRescue Equipment CCTV Surveillance SystemCCTV Surveillance System Office SuppliesOffice Supplies LubricantsLubricants Personal Protection GearPersonal Protection Gear
Public Information Services (PIO)Public Information Services (PIO) Standard promotional items for outreachStandard promotional items for outreach Broadcasting EquipmentBroadcasting Equipment Photo EquipmentPhoto Equipment
Register with MINUSTAH
QUESTIONS ?QUESTIONS ?