Procurement Essentials Training Module 10: Specialist Requirement 1

Procurement Essentials Training Modules 0. Procurement for Non- Procurement 1.Procurement Guidance 2.Procurement Standards 3.Sourcing Pipelines 4.Sourcing Thresholds and Process 5.Procurement Committees 6.Supplier Evaluation & Negotiation 7.Sourcing Outcomes 8.Purchasing 9.Supplier Management 10. Specialist Requirement Module 10 – Specialist Requirements 2

Learning Objectives This training module covers the following learning objectives: 3 Understand key specialist requirements in the following categories Constructions Pharmaceuticals Gift in Kind Cash Transfer Programs Food Emergency Travel Module 10 – Specialist Requirements

Specialist Requirements - Construction All construction should comply with the process standards set out in the SCI Construction Policy, Standard Benchmarks and Tools (OneNet) SCI Construction Policy, Standard Benchmarks and Tools ProcessDescription EI Tender Tender Package Communicates Design Specification Site Constraints Pre-Tender Clarification Meeting Details of project outlined Q&A E2 Competitive Bid Analysis Criteria of Assessment Human Financial Physical resources Evaluation Weighted scoring included in tender documents Scoring mechanism applied in fair and transparent way Module 10 – Specialist Requirements 4

Specialist Requirements - Construction All construction should comply with the process standards set out in the SCI Construction Policy, Standard Benchmarks and Tools (OneNet) SCI Construction Policy, Standard Benchmarks and Tools ProcessDescription E3 Contract Documentation International Construction Standard Form Standard Contract Available on OneNet Local Standard Contract Standard contract in local context Use ahead of standard SCI Form G2 Final Payment, Retention The final payment and holding of retention is a controlled process that ensures that quality is satisfactory to all formal stakeholders before payment is made Module 10 – Specialist Requirements 5

Specialist Requirements - Pharmaceuticals & GIK The specific requirements of planning, sourcing, managing and using health care commodities can be found in the Save the Children Pharmacy HandbookPharmacy Handbook ProcessDescription Quality Product quality takes primacy over all procurement decisions Compromising quality may result in: Sickness, injury or death Reputational damage Legal implications Financial penalty Gift in Kind (GIK) GIK donations (pharmacy) of healthcare should be carefully considered to assess their appropriateness and Quality GIKs are are managed by SCI Awards and Finance Managements systems. They are reported in accordance with donor requirements GIK focal person in country shall register, track and report on all items received in GIK tracker. Module 10 – Specialist Requirements 6

Specialist Requirements - Cash Transfer Programs The Global Service Provider FWA & Cash Transfer Programming (CTP) Manual must be consulted prior to engaging any supplier ProcessDescription Global Cash Transfer Solution (GCTS) SCI has preselected Country, Regional and Global network of leading providers as part of its Global cash transfer solution to deliver cash in most markets Exceptions If a GCTS provider is not available to cover program needs then the exceptions approval process is described in the CTP Manual must be followed The service fee (not including the cash handled) is the threshold value used for deciding on the appropriate Sourcing Procedure- with additional checks Module 10 – Specialist Requirements 7

Specialist Requirements - Food/ Emergency Food related procurements is managed in accordance with Commodity Management Tool Kit and Food Manual. For Emergency situations we will have new Guidelines to be followed. ProcessDescription Food Manual and Tool kit Food related procurements and operations should be managed in accordance with specific guidelines as stated in Commodity Management Tool Kit and Food Manual. Module 10 – Specialist Requirements 8 Emergency Emergency Procurement Guidelines to be followed ( in process by subject matter expert).

Specialist Requirements Travel The procurement of Travel has specialist requirements due to risk management and SCI’s duty of care to our staff it is current owned by Global Safety and Security (GSS). Module 10 – Specialist Requirements 9 Process Description Travel Sourcing of flights, lodgings and hotels that require a Procurement Committee, the business owner (a mandatory Committee role) must be a representative from the Safety and Security team All sourced hotels must pass a Security Risk Assessment prior to use. The requisitioning / approval of all international business trips must have an approved Travel Authorisation Request (TAR) prior to travel. The Travel Policy is owned by GSS and its compliance is managed by the Global Travel Manager.

Are the following statements true or false?Instructions: Using Skype for Business, answer each question on the right Each question is a “true or false” question – type in True or False in the text box to answer. 1 2 Type ‘True’ or ‘False’ then press enter 11 3 There are different tools and templates for dealing with construction related activities Gifts in Kind are always appropriate and accepted when concerning medical and pharmaceutical supplies All employees must use existing framework agreements for CTP where applicable Module 10: Checkpoint Straw Poll TRUE FALSE TRUE Module 10 – Specialist Requirements

All construction requirements should comply with the process standards set out in the SCI Construction Policy, Standard Benchmarks and Tools (OneNet) The specific requirements of planning, sourcing, managing and using health care commodities can be found in the Save the Children Pharmacy HandbookPharmacy Handbook All employees must use existing framework agreements, contracts and Procurement with preferred suppliers when dealing with Cash Transfer Programs Food related procurements and operations should be managed in accordance with specific guidelines as stated in Commodity Management Tool Kit and Food Manual. Key messages to remember Module 10 – Specialist Requirements 11

Learning Objectives 12 You have now been trained in the governance sections of the Procurement Manual. You can now: Understand the special requirements for key categories Understand where to find specific requirements/standards for key categories Module 10 – Specialist Requirements

Module 10 – Difference between old and new Manual AreaCurrent Procedure New ProcedureRationale Construction, Pharmacy, CTP Same section with some revisions in contents Revised by subject matter expertSimplify and accelerate approvals align with donor expectations FoodSame section with some revisions in contents Food section is revised by subject matter expert. GIK is same as before Simplify and accelerate approvals EmergencyNot existing beforeEmergency Guidelines to be followed for Procurement. ( New and under process of development) Simplify and accelerate approvals TravelExisting before as a standalone document inserted linkages with Procurement Insert reference towards Travel policy and roles in Procurement Simplify and accelerate approvals Bonding requirements Not existing beforeNew area inserted to secure SCI risk exposure & requirements by USAID Reduce Fraud /Align with donor expectations Specialist Requirements Module 10 – Specialist Requirements 14