Procurement for UN Peacekeeping Operations

1. Procurement for UN Peacekeeping Operations Karen Grajeda, Engineering Support Team, UN Procurement Division (UNPD)

2. 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

3. The Procurement function • UN Procurement Division (New York) • Local procurement offices in each peace-keeping mission www.un.org/depts/ptd

4. Peacekeeping Procurement Section Structure and supply responsibilities Engineering Support Prefabricated buildings, water purification systems, generators, toolkits Field Supply Medical supplies, fuel, food, office supplies/furniture, and personal security equipment Field Liaison Team Provides procurement guidance to field missions, process LCC/HCC requirements Vehicle Team Vehicles, MHE, construction equipment, airfield support, armoured vehicles, spare parts & road transport related equipment and services

5. Logistics & Transport Section Structure and supply responsibilities Air Charter Team Charter fixed and rotary wings aircraft for the long term use in peacekeeping missions • Strategic Movements Team • Organize short term logistics needs: • Troop deployment • Movement of UN & COE • Shipment of personnel • effects Freight-forwarding Unit All shipments of goods procured by HQ for HQ or missions

6. What HQ procures for 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

7. 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

8. Essentials for Success as a UN vendor in Peacekeeping • 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

9. UN PEACEKEEPING MISSIONS

10. PROCUREMENT ACTIVITY Procurement for Peacekeeping performed by: Missions (about 400 field staff) Procurement Division (40 out of 120 staff directly involved in PK Procurement) • 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 - Requirements exceeding delegation are for approval of the ASG, OCSS - Client is Department of Field Support (DFS)

11. 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

12. 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.)

13. 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.

14. 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

15. 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

16. 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

17. Register with MINUSTAH • sosd-procurement@un.org

18. QUESTIONS ?