Procurement for UN Peacekeeping Operations

Karen Grajeda, Engineering Support Team, UN Procurement Division (UNPD)

OVERVIEW

The procurement function in UN Peacekeeping

Current systems contracts – Major requirements

Essentials for success as UN vendor

Field Missions Overview

HQ vs. Local Procurement

Mission specific Procurement

Haiti Emergency Response 2010

The Procurement function

UN Procurement Division (New York)

Local procurement offices in each peace-keeping mission

www.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 Unit

All shipments of goods procured

by HQ

for HQ or missions

Strategic Movements Team

Organize short term logistics needs:

1. Troop deployment

2. Movement of UN & COE

3. Shipment of personnel

effects

Air Charter Team

Charter fixed and rotary wings

aircraft for the long term use

in 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

Services

• Transportation Services

• Air Charter Services

• Security Services

• Outsourced Personnel Services

• Engineering Services

• Construction

• Corporate Services

• Freight Services

• Printing Services, Equipment Rental

• Consultancy Services

• Telecommunication Services

What HQ procures for

peacekeeping missions

Guidelines for UN Procurement

Procurement activities are based on the following principles:

The objectives/needs of the UN Organization

Fairness, integrity & transparency through international competition

Economy & effectiveness

Best value for money

These Common Guidelines cover procurement stages from sourcing to contract performance

Must offer appropriate standard of goods/services required

Must accept terms and conditions

Preparedness to operate in difficult environments, flexibility, client-orientation, after sale support

Registration as vendor (www.ungm.org)

Information of upcoming procurements:

Monitor PD web site regularly for „Expressions of Interest‟ in area of expertise (>$40,000)

Monitor other web-sites for info on PK operations

Respond to ALL solicitations making best efforts / bids

Seek clarifications / de-brief when required

Observe 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 ACQUISITION PROCESS

Mission Mandate (typically 6 months to 1 yr)

Identify Need - Budget (some items procured by HQ only –vehicles, leasing of aircraft) - Acquisition Plan (DFS – Systems Contracts) - Procurement Process

Requisition to Procurement Section – Access Systems Contracts or International Competitive Bidding

Missions‟ Procurement Sections Maintain Mission Vendor Roster (see PD website for contact information or mission web-site)

Missions Can Access PD‟s Vendor Roster if Required

MISSION SPECIFIC REQUIREMENTS

Specified in the solicitation document and can be unique

Could include local presence (typically bidders can establish)

Ask questions or propose alternatives during solicitation period

Ensure you can perform before bidding (INCOTERMS, warranty provisions, response time etc.)

Haiti Emergency Response 2010

Haiti faced a major humanitarian emergency following the country‟s worst earthquake in two centuries to hit the south of the capital Port-au-Prince on Tuesday 12 January 2010.

The UN headquarters of the UN Stabilization Mission in Haiti (MINUSTAH) in Port-au-Prince has sustained serious damage along with other UN installation and many of their staff, civilian, military and police officers have lost their lives.

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.

UN Procurement Division (NY) has been granted special procurement authorization to support the emergency response activities.

Haiti Emergency Response 2010

Immediate Deployment:

Supply: $7.5 million. Site Assessment/ Recovery, Water Bottles/ Food Ration Packs, Fuel, Furniture, Emergency Health Kits, etc.

Engineering: $10 million. Tents, Property Leases, Defense Barriers, Heavy Equipment, Light Towers, etc.

Vehicles: $0.6 million. Purchasing and Rental of Vehicles, etc.

Communications and IT: $0.2 million. Communication, IT, Cameras, etc.

Logistics: $13.1 million. Cargo Movements, Passenger Movements, etc.

Strategy:

Santo Domingo Back Office-Local Purchasing

Purchasing based on proximity and fast deployment

Haiti Reconstruction Efforts

Acquisition plan 2010-2011 Engineering

Construction Military Camps (HQ)

Headquarter Office (HQ)

Maintenance of land and maritime border management projects

Rehabilitation of Hangars

Various site preparations

Rehabilitation of facilities

Construction Materials

Various small-medium construction projects

Services Maintenance

Septic and solid waste cleaning services

Technical Inspection

Rental of portable toilets

Supply

Security Services

Maintenance Supplies

Fire Equipment

Rescue Equipment

CCTV Surveillance System

Office Supplies

Lubricants

Personal Protection Gear

Public Information Services (PIO)

Standard promotional items for outreach

Broadcasting Equipment

Photo Equipment

Register with MINUSTAH

sosd-procurement@un.org

QUESTIONS ?