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

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

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 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

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

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

UN PEACEKEEPING MISSIONS

PROCUREMENT ACTIVITY 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

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

Public Information Services (PIO) 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

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