MISSION

 

REGION

 

DATE

 

COMPILED BY

 

EMAIL

 

PHONE

 

Rapid Logistics Assessment

Procurement

 

 

 

Final Checklist for Road Assessment Activities

Done

Comments

1

Establish a list of items and equipment required for:

-           Beneficiaries/customers

-           Programmes needs in response to emergencies

-           Prepositioning of stocks (if needed)

 

2

For each items/equipment, determine clear, precise and accurate specifications: physical attribute, technical specifications, and intended use.

 

3

Based on your organization guidelines/policy, consider appropriate purchasing criteria:

Quality/availability/price/reliability/capacity/ packaging and marking/delivery time

 

4

Identify possible procurement sources from:

1) local manufacturers, suppliers and vendors;

2) manufacturers, suppliers and vendors from neighbouring countries and region;

3) international or global procurement and existing supply agreements;

4) humanitarian logistics and relief items hubs and stockpiles;

5) bilateral in-kind contributions and donations by companies and states

6) borrowing from other stocks and donations.

 

5

Based on the above, evaluate vendor performance

 

 

 


Where can you find information on procurement?

In the LCA- chapter “Local supplies market” you will find list of suppliers (food and others)

Organisations’ procurement guidelines, rules and regulations.

Government Chambers of Commerce

Other humanitarian organisations

Yellow pages

 

Useful tips:

Make sure that the supplier is licensed and registered.

Preferably source locally rather than import, taking into account quantity and quality available.

Get feed-back from other clients.

Develop pre-supply agreement (frame agreements) for essential commodities and high turn-over commodities (strategic commodities)

Ensure inspection and documentation of goods received

Maintain clear documentation of all steps in the procurement process for memory and audit purposes

Enact simplified emergency procurement procedures to speed up the procurement process (Before activating any emergency procurement procedures, first check the donor requirements and restrictions for specific projects) and if appropriate:

Increase limits of approval and authorisation for purchases.

Increase checks signatory limits.

Suspend the requirement for multiple quotes-authorise single or sole-source purchases where justifiable.

Suspend sealed and public bidding procedures (if this is part of your normal process).

Decentralise procurement to enable larger-scale procurement at the field level.

Immediately process payments due to vendors, as any delay in payments might hinder the delivery of goods.

Relax check-run dates for emergency purchases to help with immediate payments


 

Suppliers Assessment and Procurement Needs

Local Suppliers Assessment

Supplier:

Contact Details:

LTA in place? Yes No

If yes, please indicate end date

What items do they have in stock or in the pipeline

S = Stock                          P= Pipeline

Water and Sanitation (WASH)

SHELTER

FOOD

Water Tank kits          

Tents          

Wheat Flour          

Bladder          

Shelter kits          

Corn Flour          

Pipe + fittings          

Blankets          

Oil          

Tap stands+ fittings          

Rubhall/ wiikhall          

Beans          

Buckets          

Kitchen sets          

Sorghum          

Water pumps          

Hygiene kits          

Plumpy Nut          

Waste pumps          

Tarpaulins sheets          

CSB          

Generators          

Tarpaulins roll          

High Energy Biscuits          

Jerry cans          

Collapsible?   Y   N

Construction tools          

Salt          

Water purification tablets          

Mosquito nets          

Rice          

Water quality Testing Kit          

Lanterns          

Sugar          

Latrines slabs          

 

Lentils          

Hand Wash dispenser          

 

 

Vector Control sprayer          

 

 

Other in stock:

Other in pipeline:

How often do they replenish their stocks?

 

What (other) services can this supplier provide?

Transport Customs clearance Packaging/ marking

Other:

Has this supplier been working with other humanitarian organisations / relief operations before?

Yes No

If yes, please give details:

Any additional information: e.g. access, availability of additional storage facilities etc.