PROCUREMENT SUPPORT
SERVICES
Voluntary Pooled Procurement
& Capacity Building Services
Technical Briefing Seminar
November 18, 2009
Why Procurement Support?
1. Secretariat
monitoring grant
performance
4. Board decision to
implement VPP/ CBS
as a Strategic
Initiative
Procurement
Support Service
2. Major Challenges Procurement and supply
management of Health
products
3. Discussion on strategies
to improve grant
performance
Voluntary Pooled Procurement
& Capacity Building Services
• Board Decision 2007
– Strategic Initiative to improve Grant Performance
• Objectives
– Leverage Global Fund Purchasing Power
• Improve Market outcomes – Prices, quality, supply, sustainability
• Address Procurement bottlenecks / challenges – procurement process
and delivery outcomes
– To improve in-country capacity for effective, efficient & sustainable
supply chain systems
• Model
– Pooled Procurement – short-term strategy
– Supply Chain Management support – long-term strategy
PROCUREMENT SUPPORT SERVICES
- A Coordinated Approach to Procurement and Supply Chain Management Support
VPP:
Simplifies Procurement
Process
• Reduce timelines for
ordering and deliveries
• Ensure compliance with
Quality assurance
policy
• Facilitates timely
payment
• Meet the needs of
Principal Recipients
CBS/SCMA:
Addresses challenges in
Supply Chain Management
• Through provision of
Technical Support
• To strengthen existing
capacities / systems
• Focus- Quantification,
Storage, Distribution,
Logistics Management
Information activities
• In collaboration with
development partners
The Global Fund
Procurement
Support
Service
Secretariat
”PQR”
Data input
Participating PRs
Principal
Recipients
CBS/SCMA
Technical
support for the
management and
delivery of health
products in
country
CBS/SCMA
Providers
Consulting /TA agencies
Procurement
Agents
Suppliers/ Manufacturers
TA Services
VPP Orders / Information
VPP
Procurement
and Delivery
of health
products
Procurement Support Services
• VPP and CBS/SCMA – Voluntary
• PRs can access either VPP or CBS or both
• Procurement Support Service Team facilitates this
process through mails, tele-conference or country
visits (if required)
• Registration of PRs for participation is through
FPMs
VPP Model
1. VPP Products
• Core products: 1st and 2nd Line ARVs; ACTS; LLINs
• Additional products: Drugs for Opportunistic Infections;
Lab. Equipment and Reagents; Diagnostic Tests;
Condoms; KO Tabs
2. Establishment of pool of suppliers (Negotiation)
• Product eligibility (Prequalification)
• ARVs / ACTs – Global Fund Quality Assurance Policy
• LLINs – WHOPES recommendation
• Negotiation outcome – Agreement on prices, terms and
conditions (term sheet)
• ARVs / ACTs – Maximum / ceiling prices
• LLINs – Tender bid / fixed prices
VPP – Model And Process
3. Procurement Agents:
•
Partnership For Supply Chain Management (PFSCM)
– ARVs, ACTs & additional products
•
Population Service International (PSI)
–
LLINs
4. Operational Process
•
•
•
•
Aggregate demands, process orders / deliveries
Selection of manufacturers – competitive process
Process payments to manufacturers / suppliers
Input data in Price Quality Reporting system
VPP meeting the needs of PRs
• Low procurement volumes /unable to obtain
competitive pricing
• Limited capabilities / service of Procurement Agent
required
• Procurement challenges - lead time from suppliers,
Compliance with the GF Quality Assurance policy,
competitive and transparent process
• Challenges on scaling up treatment and prevention
VPP Simplify Procurement Process –
Multiple Steps Eliminated
Approval of
Country
Proposal for
TGF Grant
PR
reconciles
needs
and funds
available
PR
receives
and
checks
drugs
PR prepares PSM Plan
specifying health
products & quantities
Indicate VPP
participation
PR launches
procurement
process
PR
makes
payment
Suppliers
submit
bids
PR
distributes
drugs
Plan
Submission
For TGF
Assessment
and Approval
TGF
disburses
funds to
PR
VPP Starts
PR evaluates
bids
and awards
supply
contract
PR places
order for
drugs and
monitors
order status
Patient
receives
drugs
PR
collects
consumpti
on
information
PR
reports
results to
TGF
VPP Services
• Operational – Orders being processed
• Procurement Service Fees
• LLINs – 2.5% FOB for delivery at Port of Entry
3.0% FOB for delivery to State / Regional level
• ACTs – 6.5% FOB price
• ARVs – 6.2% FOB price
• Additional products:
–
–
–
–
Drugs for Opportunistic Infections 9%
Test kits (Malaria; HIV) 6%
Laboratory equipment and supplies 8.5%
Condoms 9%
VPP Participation
• Confirmed participation 30
– Number of grants
55
• In discussion
– Number of grants
18
31
• Capacity Building Services
– 1 concluded with contracts
– 12 in discussions
• Consultation – confirm areas for intervention
• Development of work plans
• Facilitation of Contracting with TA Providers
Country Participation & Grants
Cluster
Country
HIV
EA
Uganda
EAP
Indonesia


Congo

Lao PDR


Guinea


Guinea-Bissau


Nigeria

The Gambia

Togo


Papua New Guinea
Philippines

Timor Leste
Armenia

Macedonia

MENA
Niger

SA
Swaziland
EECA
Zambia
SWA
Bangladesh
Malaria

Cluster
Country
WCA
Cameroon
LAC
HIV
Malaria




Brazil
Dominican Republic


Guyana


Haiti


Nicaragua



VPP Procurement of Nets
• Orders processed (Individual tenders)
•
•
•
•
Nigeria 3. million Nets - delivered
Indonesia 1,1million – ready for shipment
Bangladesh 0.5million – in progress
Swaziland 91,000 – in progress
(Total 5 million nets)
• Orders in the pipeline (consolidated tender issued)
• Nigeria 27million
• Uganda 7.3million
• Indonesia 4.9 million
(Total 39.2 million nets)
• Orders in the pipeline (consolidated tender issued)
• Zambia 215,000
• Timor Este 97,500
• Nicaragua 30,000
(Total 342,500 nets)
• Next planned tender– pending confirmation
• Estimated 10 million nets (2 countries)
Update Status – ARVs and ACTs
• ARVs
– Macedonia, Haiti, Lao, Armenia, Zambia, Guinea
Bissau, Mozambique
• ACTs
– Bangladesh, Cameroon, Guinea, Indonesia, Lao PDR,
Mozambique, Nigeria, Papua New Guinea, Timor Leste,
Zambia
CBS/SCMA - Model & Process
Areas:
–Quantification / Forecasting
–Procurement Planning
–Inventory / Logistics Management
Types:
–Training (groups / individuals / short-term / long-term)
–Technical Support (Short-term / long-term / transfer of
skills (I do-you watch/ we do/ you do-I watch scenario)
–Developing Systems / Tools
Operational Model
CBS/ SCMA: Mechanism and Process
Identifying
needs
• PRs identify CBS/SCMA needs
(LFA assessments / reports of partners etc)
Contracting
CBS / SCMA
• PRs choose from available services
• Global Fund facilitate implementation of services
• Global Fund monitor service provided
Financing
• PR pays for service from grant
• Reallocation of funds in existing grants and/or
• Inclusion in future grant proposals
• Direct Payment to service providers
CBS / SCMA Process
• Technical Support Services
– Framework contracts with Service Provider
• John Snow Inc. (JSI)
• i+solutions
• University Research Co. (URC)
– Collaboration with Technical Partners
• Access existing pool of service providers
• Coordinate activities at country level
• Registration and consultative process ongoing
Accessing VPP and CBS/SCMA
• Indicate during grant proposal / negotiation
• Confirm participation through a registration letter (FPM)
– Indicate grant, product category, time frame for VPP or CBS
• Indicate on PSM Plan
– VPP for procurement services
– CBS requirements and budget
– Ensure PSM Plan approval
• Procurement of health products
– Submit list of products for procurement
• Adequate information on product specifications, quantities and
reasonable schedule for delivery
– Request for direct disbursement of fund to Procurement Agent
Accessing VPP and CBS/SCMA
• Capacity building service / Technical Support
– Define Scope of work and deliverables
– Selection of service provider
– Request for direct disbursement of fund to Procurement Agent
• Direct communication to Procurement Agent or
CBS/SCMA Service Provider is facilitated throughout the
process
• Procurement Support Service Team monitors the process
and performance of the Procurement Agent / Service
provider