UNHCR Handbook for Emergencies - UNHCR eCentre

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of continuing such local purchases beyond the
initial phase of the emergency, compared with
making those purchases internationally.
16. Local procurement can offer a number
of advantages over international purchases.
These could include:
i. lower prices;
ii. speed and flexibility of delivery;
iii. local acceptance;
iv. benefits and incentives to the local economy
(particularly in areas affected by a
large refugee influx).
17. However, the disadvantages of local purchase
could include:
i. higher prices;
ii. inappropriate quality;
iii. sudden price increases (due to sudden
heavy demand) on the local market, adversely
affecting the local consumer population
and causing resentment;
iv. higher maintenance costs.
18. As a rule, no more than 15% would be
an acceptable premium for prices of locally
procured goods over the total delivered cost
of internationally procured goods 1 .
Local Procurement
19. When the capacity of the local market is
limited, care must be taken to avoid price increases
caused by organizations bidding
against each other for the same supplies. Provided
there is clear agreement on the needs,
coordination of purchases and even combined
orders among the organizations concerned
should be possible.
International Procurement
20. UNHCR has entered into a number of
long term supply agreements (“frame agreements”)
for a range of products. The purpose
of these agreements is to ensure the availability
of goods of a standard quality at competitive
prices, and reduce total lead time. These
items include blankets, plastic sheeting, essential
drugs, kitchen sets, semi-collapsible jerry
cans, and buckets. Support and office items
supplied under frame agreements include
light vehicles, vehicle tires and tubes, generators,
ballistic armour, computer and telecommunications
equipment, and some office
equipment and supplies.
1 IOM116/94 FOM120/94, UNHCR 14.12.94.
21. The UNHCR Catalogue of Most Frequently
Purchased Items gives summary specifications,
reference number, price (US$), country
of origin, and, where relevant, production
capacity, production lead times and estimated
shipping times. It also includes a list of current
frame agreements.
22. When requesting Headquarters to make
a purchase, be sure to use both the reference
number for a product, and the name and date
of publication of the catalogue. If specifications
are not available for the product wanted,
inform the Supply and Transport Section of
the purpose of the product and the context in
which it will be used.
23. Bear in mind lead times for international
purchase can be lengthy.
Emergency Stockpiles
24.
Certain common relief items are stockpiled
centrally by UNHCR, or by suppliers on behalf
of UNHCR, and can be accessed quickly
in an emergency.
The UNHCR stockpile includes the operations
support items listed in the Catalogue of Emergency
Response Resources (see Appendix 1).
These items can be ordered through Headquarters.
25. Other UNHCR operations in the region
may hold stocks that could be made available
– these offices should be approached directly
about the most urgent requirements.
26. UNICEF, WHO, WFP, the IFRCS and NGOs
also maintain emergency stockpiles with supplies
which may be available to UNHCR.
Specifications and Catalogues
27. There are a number of catalogues of
products with detailed specifications. Using
standard specifications (and frame agreements)
is not intended to limit choice, but simplifies
supply, and ensures better integration
of equipment, spare parts and services.
Generic specifications also make the procurement
and tendering process fairer (e.g. comparing
prices). Annex 1 gives detailed specifications
of certain common relief items.
28. Catalogues of specifications include:
i. UNHCR Catalogue of Most Frequently Purchased
Items. This is published annually by
UNHCR’s Supply and Transport Section, and
distributed to all field offices. It gives brief
specifications, price, and lead times.