Committee of Mine Action

Yoshiyuki Yamamoto, Chief

Mine Action Cluster, UNOPS

Date: 1 April 2014

Place: Geneva, Switzerland

1

Selection of Contractors

Opportunities for contractors

• Principles in selection of contractors

• Process of selection of contractors

• Pre-qualification system

• International Aid Transparency Initiative (IATI)

• Q & A

2

Agenda

• Best value for money

• Fairness, integrity and transparency

• Effective competition

• The best interests of UNOPS and its clients

3

Principles

• The trade-off between price and performance that providesthe greatest overall benefit under the specified selectioncriteria.

• Optimum combination of factors such as appropriate quality,service, life-cycle costs and other parameters to best meetthe defined needs.

• It requires an integrated assessment of technical,commercial, organizational, and pricing factors in light of theirrelative importance

• Social, environmental, and strategic objectives defined in thelegal agreement with the client.

4

Best Value for MoneyBest Value for Money

• Free from favouritism, self-interest, or preference in judgment.

• Soundness of moral character, having sense of honesty andtruthfulness in regard to the motivations for personal andorganizational behaviour, adherence to commonly acceptedmoral and ethical principles, impartiality and incorruptibility,and avoiding any behaviour that may be construed as sharppractice.

• The unimpeded visibility and openness in all transactions. Itensures that all information on procurement policies,procedures, opportunities and processes are clearly definedand made known simultaneously to all interested parties

5

Fairness, Integrity and Transparency Fairness, Integrity and Transparency 

• The heart of public procurement.• “Right time” – Adequate notification must be given to the

entire supplier community to ensure that there is sufficienttime to participate in the procurement processes.

• “Right quality” – No restriction to limit competition throughover-specification (e.g. inclusion of unjustified or unrealisticrequirements in specifications and/or terms of reference), orunder-specification (e.g. omission of essential information inthe specifications and/or terms of reference).

• “Right prices” – Economy of scale through selection ofrelevant procurement strategies to take advantage ofgrouping of quantities, volume effect, etc. in order to ensureprice effectiveness and reduction of administrative costs.

6

Effective CompetitionEffective Competition

• Add value to the organization and its clients in fulfilling theirgoals and objectives.

• Carrying out procurement activities in the manner that bestenables UNOPS and its clients to reach the general andspecific objectives of the project agreements in compliancewith applicable procurement procedures.

• Maintaining the highest image and reputation of theorganization, not giving the impression of impropriety, andpromoting the public good as specified in the Charter of theUnited Nations.

7

The Best Interest of UNOPS and its ClientsThe Best Interest of UNOPS and its Clients

1. Procurement Planning

2. Requirement Definition

3. Sourcing

4. Selection of Procurement Strategy

5. Preparation of Solicitation Documents

6. Receipt and Opening of Offers

7. Evaluation

8. Contract Review and Award (HQ CPC/LCPC)

9. Contract Finalization and Issuance

10.Contract Management

8

Process of Selection of Contractor

1. Requisition

2. Requirement definition (notes, correspondence, communication with requisitioner, justification if brand name is used etc.)

3. Sourcing information including justification of procurement method and type of competition

4. Signed short list

5. Signed solicitation document, including attachments such as specifications/Terms of Reference (TOR)/Statement of Works (SOW)/Bills of Quantities (BOQ) and proof of issuance (copies of cover letters, copies of emails, fax receipts, etc.)

6. Amendments to solicitation documents (including PA approval of amendments), and any other clarifications and correspondence with suppliers

7. Designation of bid opening panel and evaluation team by the head of the business unit

8. Copy of bid receipt report

9. Bid opening report

10.All offers received (technical and financial)

11.Copies of any bid security received from the supplier (the originals to be kept in the safe)

12.Evaluation report

13.Minutes of clarifications (if any) and relevant communication with supplier

14.Request for award, or submission to contracts and property committee

15.Minutes of the contracts and property committee

9

Process in details 1/2Process in details 1/2

16. Original contract/PO

17. Copies of any advance payment guarantee or performance security received from the supplier (the originals to be kept in the safe)

18. Bid protests

19. Correspondence with contractor

20. Notes from meetings, phone calls etc.

21. Amendments to contracts/POs

22. Any required progress reports and/or other proof of delivery of milestones as provided for in the contract

23. Proof of receipt of goods

24. Receipt and inspection report

25. Acceptance report from requisitioner/end user

26. Certificate of substantial completion

27. Certificate of final completion

28. Insurance claims

29. Proof of payment

39. Supplier evaluation report10

Process in details 2/2Process in details 2/2

11

RFP: Request for Proposal

RFQ : Request for Quotation

ITB: Invitation to Bid

Below $50,000

Above $50,000

Competitive  Shopping Below $2,500

Solicitation Methods 1/4Solicitation Methods 1/4

12

Solicitation Methods Requirement

Shopping It is an appropriate method for the procurement of readily available off‐the shelf goods orstandard specification commodities valued at less than USD 2,500, or simple works or services valued atless than USD 2,500.

RFQ Requirements below USD 50,000, where the requirement is clear and specific, or Emergency Procurement Procedure approved by ECPO

ITB Goods, services, works, with standard or firm specifications which can be expressed qualitatively and quantitatively

RFP Goods, services, works, with requirements that cannot be quantitatively and qualitatively expressed

Solicitation Methods 2/4Solicitation Methods 2/4

13

Solicitation Methods

Evaluation Method One/two‐envelope system

Deadline for submission

Shopping Lowest priced mosttechnically acceptable

No requirementfor sealed offers

RFQ 10 calendar days

ITB Lowest priced substantiallycompliant. Compliancedefined as substantiallycompliant/not compliant for all issues.

Oneenvelope

20 calendar daysLowest priced substantially

compliant. A point systemwith a minimum thresholddefining compliance.

Two‐envelope

RFP Cumulative analysis. Bestvalue (technical and financial)and most responsive offer.

Two‐envelope30 calendar days

Solicitation Methods 3/4Solicitation Methods 3/4

14

Solicitation Methods Requirement

Open international competition

Default

Open national / regional competition

(a) When works are scattered geographically or spread over time, and the work would therefore typically not be of interest to international companies;(b) When goods are available locally at prices below the global market price;(c) When services are related to the national context (e.g. advertising services in national newspapers);(d) If knowledge of the local/national system is a requirement;(e) If required by the client and specified in the respective project agreement; or(f) Other reasons acceptable to the Procurement Authority approving the solicitation document.

Limited competition (a) The project agreement requires the use of limited tenders;(b) An open tender will have negative security implications;(c) The subject/matter of the tender is otherwise sensitive and cannot be advertised,(d) It is desirable to issue a tender using the two envelope system, and the business unit estimates that the tender will result in too many bids to allow an efficient evaluation process(e) Pre‐qualification has been identified as the most suitable procurement strategy and a prequalification exercise was undertaken(f) Conditions are met for national/regional competition (see above)(g) Other reasons acceptable to the Procurement Authority approving the solicitation document

Solicitation Methods 4/4Solicitation Methods 4/4

• Pre-qualification is a formal method of assessing suppliers againstpre-determined criteria and only suppliers who meet establishedcriteria are invited to tender.

• The process ensures that solicitation documents are extended onlyto suppliers with adequate capabilities and resources.

• Pre-qualification is a formal process where supplier appraisal and background checks are done prior to issuing the solicitation documents.

• Pre-qualification does not preordain a contract.

• The pre-qualification should be valid for maximum two years.

15

Pre‐qualification

16

Qualified Organizations

Nr. OrganizationCountry of Origin

Organisation Category

1 BACTEC International Limited GBR Commercial X X X X X X X X X X X X X X

2 Bancroft Global Development USA Commercial X X X X X X X X X

3 Dan Church Aid (DCA) DEN NGO X X X X X X X X X X X X X X X

4 Danish Demining Group (DDG) DEN NGO X X X X X X X

5 DEMIRA GER NGO X X X X X X X X X X X X X X

6 DynCorp USA Commercial X X X X X X X

7 Explosive Learning Solutions Ltd GBR Commercial X X

8 Environmental Chemical Corporation USA Commercial X X X X X X X X X X X X X X

9 EOD Contracts LTD GBR Commercial X X X X X X X X X X X X X X

10 EOD Technology, Inc USA Commercial X X X X X X X X

11 Fellows International GBR Commercial X X X X X X X X X X X X X X

12 G4S GBR Commercial X X X X X X X X X X X X X X X X X X X

13 HANDICAP International FRA NGO X X X X X X X X X X

14 Indra SA ESP Commercial X X X X X X X X X X X X X X

15 MAG GBR NGO X X X X X X X X X X X X X X

16 Maritime Asset Security Training (MAST) GBR Commercial X X X X X X X X X

17 MECHEM SAF Commercial X X X X X X X X X X X X X X

18 MineTech International GBR Commercial X X X X X X X X X X X X X X X

19 Minewolf CHE Commercial X X X

20Maritime & Underwater Security Consultants (MUSC)

GBR Commercial X X X X X X X X X

21 Norwegian People's Aid NOR NGO X X X X X X X X

22 Relyant, LLC USA Comercial X X X X X X X X X X X X

23 RONCO Consulting Corporation USA Commercial X X X X X X X X X X X X X X X X X

24 RPS Energy Ltd. GBR Commercial X X X X X X X X X X X X X X

25 Saint Barbara GER NGO X X X X X X X X X X X X X

26 SARVATRA Technical Consultants IND Commercial X X X X X X X X X X X X

27 Swiss Foundation for Mine Action (FSD) CHE Commercial X X X X X X X X X X

28 The Development Initiative Limited GBR Commercial X X X X X X X X X X X X

29 The HALO TRUST GBR NGO X X X X X X X X X X X X X X X

30 The HORIZON (OPCEM) IND Commercial X X X X X X X X X X X

31 The Olive Group GBR Commercial X X X X X X X X X X X

32 UKROBORONSERVICE State Company UKR Commercial X X X X X X X X X X X X X

33 Saab Technologies UK Ltd SWE X X X X

34 Allen Vanguard CAN Commercial X X X X

35 Electra-Net (UK) Ltd GBR X X

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Prequalified Organizations

OutdatedOutdated

UNOPS, the International Aid Transparency Initiative (IATI) and UNMAS

What is IATI?

• The International Aid Transparency Initiative (IATI) is a voluntary transparency initiative that brings together developing countries, providers of development cooperation, civil society organisations and independent experts

• IATI aims to make information about aid spending easier to find, compare and use

• This means those involved in aid and development programmes will be able to better track how money is being spent and what it is achieving

• Improving transparency also helps governments in developing countries manage resources more effectively

What is IATI?

The IATI Secretariat is led by UNDP, with administrative and logistical support by UNOPS, technical support provided by Development Initiatives (DI), partner country outreach led by the Government of Ghana, and outreach to providers of development cooperation led by the Government of Sweden.

Who is involved - members

Who is involved - publishers

• As of May 2014, there are more than 230 organizations publishing information about their activities in the standard at the IATI Registry

Who is involved - publishers

• International NGOs are the largest publisher category followed by donor governments and multilateral organizations

• New publishers in the last 18 months include some private sector organizations

UNOPS publishing to IATI

• At the beginning of October 2011, UNOPS became the eighth organization to publish data to the IATI Registry in an open-source, XML format structured on the agreed IATI standard

• Project level data is submitted on a quarterly basis (soon monthly) to the IATI Registry

• Geo-location data and sector codes are added to existing Atlas project description and transaction information to populate the required IATI information fields

UNOPS publishing to IATI

UNOPS publishing to IATI

• UNOPS activity records (individual projects) are grouped by country of delivery

• For example, all UNOPS projects implemented in Afghanistan (including operations supported by the UNOPS Peace and Security Cluster in NY as well as those supported by the AEMO country office) are available to view or download in this country file published to the IATI Registry by UNOPS HQ

• Updates occur every quarter and will soon move to monthly

UNOPS publishing to IATI

UNOPS publishing to IATI

UNOPS value add to UNMAS with IATI

• By virtue of having UNOPS as the implementing partner of UNMAS, Mine Action operations are already fully IATI compliant and have been for 2+ years

• Of the 11 other UN system members of and publishers to IATI, only 1 branch of a UN Secretariat organization has so far published IATI compliant data - UN Office for the Coordination of Humanitarian Affairs (UN OCHA) Financial Tracking Service (FTS)

• OCHA as an entire entity is a member but many of the internal units of OCHA are still developing processes to publish IATI data. OCHA has been a pioneer in bringing humanitarian data into focus in IATI which has different needs from the development type data IATI was designed for. IATI is capable of adapting to meet these needs.

How is IATI data being used?

• This open format data is being used worldwide by:

o Partner country line ministries (finance, planning) in Aid Information Management systems to guide and make more efficient their development investments

o Donor government organizations as part of upgraded internal management systems and external reporting platforms

o Development and humanitarian analysts for research

o Civil Society Organizations for accountability

o Open source ICT enthusiasts as an exciting proving ground of new technologies

o Journalists for news gathering

o The public, both beneficiaries and tax payers, as a primary source of information

Examples of IATI being used: Partner country aid management platforms

Examples of IATI being used: UK/DFID Development Tracker

Examples of IATI being used: New Sweden/Sida Openaid.se

Examples of IATI being used: EU Aid Explorer

Examples of IATI being used: Development Portal.org

Examples of IATI being used: Development Portal.org

Examples of IATI being used: data.unops.org

Examples of IATI being used: data.unops.org

• The open data hub was launched in June 2012 and includes the extra rich metadata (geocoding, sector coding) that has been added to UNOPS IATI files

• The hub is an alternate manifestation of UNOPS internal management workspace ‘re-skinned’ and simplified for an external audience

• Each of the tiers (data, middle and display) have been constructed to run on open source platforms

• The hub contains information about 1,000 active projects (all) updated every 24 hours

UNOPS management workspace

Examples of IATI being used: data.unops.org

Examples of IATI being used: data.unops.org

Examples of IATI being used: data.unops.org

Transparency beyond IATI

• The information available to view or download on data.unops.org is more dynamic and frequent than even monthly IATI Registry updates

• By virtue of having UNOPS as implementing partner, UNMAS can demonstrate to donors and partners a high degree of financial transparency and accountability for the use of resources

• In June 2014, www.unops.org was redesigned and re-launched. It now includes elements from data.unops.org but presented alongside more conventional communications content on the new website in order to combine the two communications approaches

Examples of IATI being used: www.unops.org upgraded

Examples of IATI being used: www.unops.org upgraded

Examples of IATI being used: www.unops.org upgraded

SUBSCRIBE TO OUR NEWSLETTER HERE

FOLLOW US ON SOCIAL MEDIA

Resources• United Nations Global Marketplace: https://www.ungm.org/

• UNOPS - What We need: http://www.unops.org/english/whatweneed/pages/default.aspx

• United Nation Mine Action Service (UNMAS): http://www.mineaction.org/

• Geneva International Centre for Humanitarian Demining (GICHD): http://www.gichd.org/

• International Mine Action Standards (IMAS): http://www.mineactionstandards.org/

• International Ammunition Technical Guidelines (IATG): http://www.un.org/disarmament/convarms/Ammunition/IATG/

• International Aid Transparency Initiative (IATI): http://www.aidtransparency.net/

• UNOPS Data - IATI compliant: http://data.unops.org/

• ISO 9000 - Quality management: http://www.iso.org/iso/home/standards/management-standards/iso_9000.htm

• ISO 14000 - Environmental management: http://www.iso.org/iso/home/standards/management-standards/iso14000.htm

47

Thank you.

For more information, please contact Mine Action Cluster, UNOPS NY:

Ms. Lillian Figg-Franzoi, LillianF@unops.orgMs. Fjola Magnusdottir, FjolaMA@unops.org