inter-agency procurement technical module. what is inter-agency procurement? collaborative...
TRANSCRIPT
Inter-Agency Procurement
Technical Module
What is Inter-AgencyProcurement?
• Collaborative procurement by participating UN Agencies for commonly required goods and services.– Use of existing LTAs/Contracts
entered into by one Agency– Joint bidding and contracting by two
or more agencies for same goods/services.
Joint/Common UN Contracts
• Common Contract/Long Term Arrangements between participating UN agencies and suppliers/service providers.
• Same Terms and Conditions:– Prices– Delivery– Services– Obligations
Typical Commodities
• Office supplies• Fuel• Transport equipment• Office Equipment, including
servicing and maintenance• Programme supplies
Typical Services
• Building maintenance/cleaning services• Camp management• Travel Services• Security• Roster for consultants/ suppliers• Customs clearance and freight forwarding• Transportation services• Telecommunications• Inspection Services
Advantages
• Economies of Scale– Direct: Lower Prices– Indirect: Savings in HR/Administrative
Costs and Time
• Consistency of quality of goods or services
• Collaboration instead of competition• Better use of staff time and effort
Disadvantages
• Limit competition to larger suppliers and contractors
• May lead to long term monopolies
• May lead to less personalized services (short term)
Challenges
• Agreement/consensus among UN Agencies
• “Buy in” from Heads of Agencies and respective procurement staff
• Selection of procurement procedure to be used
• Agreement on financial thresholds
Georgia
Type of CS: Long Term Agreements (Office supplies & stationeries – 125 items)
No. of Agencies: 8 (+ various GoG projects)
Cost if done by Individual Agency: aver. $12,000 per annum/per agency
Cost done as a CS: aver. $ 9,840 per annum/per agency
Savings: $ 2,160 per annum/per agency or $17,280 per annum collectively.
ZimbabweType of CS: Fuel ProcurementNo. of Agencies: 17 UN and 4 quasiRequired: approx 100,000 ltrs/mo collectively
A. Cost of previous contract @ 100,000L x .58 cents = $58,000 usd per month. Annual cost = $696,000 usd
B. Cost of new contract @ 100,000L x .35 cents per liter (incl. mgt fee) = $35,000 usd per monthAnnual cost = $420,000 usd
C. Savings per annum= $276,000 usd
Zimbabwe
Type of CS: Fuel Procurement (continued)
D. Efficiencies and Benefits:1. Continuous/regular fuel supply2. Sole UN access and use (+ staff)3. Electronic monitoring/control of fuel
disbursements4. Leverage with provider
Source: Harare OMT
Philippines
Type of CS: Outsourcing Registry and Documentation Unit
No. of Agencies: 10
A. Cost if done by Individual Agency: $13,000 aver. per annum/per agency
B. Cost done as a CS: $ 4,500 aver. Per annum/per agency
C.Savings: $8,500 per annum/per agency or $85,000 per annum collectively.
Philippines
Type of CS: Outsourcing Registry and Documentation Unit
No. of Agencies: 10
D. Efficiencies and Benefits:1. Outsourced administrator cost-shared2. Better leverage with service provider3. Efficient use of respective Admin staff4. Technical expertise on docs
management5. Reduces facility and space use6. Simplified billing and payments
Next Steps
• Advocate with Heads of Agencies through the Operations Management Team
• Identify services and supplies commonly required by participating agencies
• Determine extent of competition
Next Steps
• Select procurement procedure
• Select lead procurement agency(ies)
• Establish bid evaluation committees
• Conduct competitive bidding, evaluation and contract award
Types of Arrangements
• Resulting LTA/contract will be established by the lead procurement agency on behalf of participating agencies. *Madagascar example
• Each participating organization will sign the LTA with the winning bidder using the same terms and conditions.
Samples and good practices
Visit www.undg.org ‘Common Services’
‘Good Practices’
Other LTA Examples Includes:
• Travel– Ecuador & Kenya
• Security- Mozambique
END