2. Critical steps for procurement

Checklist

• Assess staffing needs for the procurement unit and increase capacity to meet emergency demands.
• Enact simplified emergency procurement procedures as noted in the CI Harmonization Procurement policy to speed up procurement processes.
• Comply with all donor requirements and obtain any necessary waivers.
• Identify detailed specifications for required goods/services and any applicable donor restrictions from the programme and operational assessment, and prepare a procurement plan.
• Conduct a market survey for relief items.
• Identify sources for needed supplies from local, national and international markets.
• Document and Implement streamlined vendor selection and screening processes.
• Manage contracts that ensure CARE’s accountabilities and liabilities are adequately covered.
• Ensure importations and customs handling are managed appropriately with consideration of duty or tax liabilities, and approval requirements for restricted items.
• Ensure in coordination with logistics appropriate inspection and documentation of goods received.
• Maintain clear documentation of all steps in the procurement process with the correct forms and file for audit purposes.
• Always ensure good communication, collaboration and coordination between procurement, programme, logistics and administration units.
• Regularly prepare and circulate a procurement status report to help team members plan programme activities based on the expected delivery of programme supplies.

In a non-presence situation, ensure procurement is adequately represented on the assessment team, staff is trained, and policies and systems are put in place as soon as possible.

Emergency preparedness: What is the supplyProcurement preparedness

Emergency preparedness is a set of actions taken in anticipation of an emergency to facilitate rapid, effective and appropriate response to the situation by having a mechanism to mobilize the required resources and supplies in a timely and efficient manner

What we need to do to ensure an effective SupplyProcurement preparedness:

Work with the Procurement Unit at each CO closely in establishing the following:

• Establish a list with detailed specifications for program and support items required for an emergency response.
• Identify sourcing options: donation in kind, purchasing, loan – in country and overseas.
• Have knowledge of national, regional, international market for emergency relief items (availability, stocking levels with various vendors, cost, delivery time).
• Knowledge of import and customs procedures.
• Pre-identify / select or even enter into an agreement with a qualified Clearing and Forwarding Agent (C&F agent) where the agreement does not have a commitment or any financial liability on CARE.
• Have a good knowledge of major donors’ guidelines for procurement. Be familiar with donor exceptions for emergency contexts.
• Establish a list of required and/or approved vendors for emergency relief items and update information regularly in order to avoid delays in obtaining quotes when the emergency occurs.
• Develop pre-supply agreements with local suppliers for emergency relief items.
• Ensure awareness of global master contracts available from CARE USA Procurement.
• Develop master contract/framework agreement with suppliers for possible kits constitution (family, shelter kits, etc), with no commitment or financial liability on CARE.
• Have prices regularly updated for preparation of proposals.
• Have the contents of emergency kits already defined (operations and program kits).
• Ensure that the processes for tendering and obtaining quotes are followed as per policy and/or donor requirements and also CI Harmonization Procurement Policy.
• Obtain necessary waivers from Donors in advance and if applicable.
• Ensure that the standard Purchase Order form is used and that all necessary clauses on delivery times, delivery locale, payment terms and conditions, termination clause, anti-terrorism clauses and any other clauses that may be necessary and pertinent for that specific period are included in these POs and/or Contracts.
• Assess potential warehousing / storage options for storage of large quantities of emergency supplies – either as a transit warehouse or for a short/longer term periods – depending on the nature of the emergency.
• Ensure that the procurement process is fast and as streamlined as possible.
• Check what exceptions can be made for the emergency period to speed up the procurement process while staying within the requirements of donors, CARE’s policies and procedures and audit requirements. Reference can be made to Emergency Procurement page of CARE’s CI Harmonization Procurement Policies and Procedures Manual for further guidance.