2.4 Request Replenishment & Services Costs Estimate

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Request Replenishment & Services Costs Estimate
Performer: Customer Service
Role: C.S. Representatives
Transaction : Corporate e-mail

As per Clarification Memo named "UNHRD Procedures for Billing, Ad Hoc Vendors/ Customers and Related Issues" In order to ensure UNHRD's long-term financial sustainability whilst simultaneously quoting fair and unbiased prices to our customers, a hierarchy of pricing mechanisms has been established. There are three concepts that need to be considered for UNHRD sales:

A. Prices for goods and external services are to be based on the following (in the order of preference listed below):
1. PO value/price (replacement/replenishment cost)
2. LTA price (in the absence of a PO price, e.g., especially if finalising tender/creating PO is expected to take some time) or
3. MAP, i.e., the Moving Average Price automatically calculated by the system (in the absence of 1 and 2 above) – this method is applicable only for Inventory items.
B. For services handled internally, UNHRD's standard price list per Hub applies. It should be noted that each Hub is responsible for maintaining their own price lists, including periodic review of such services and their prices. Updated price lists for each Hub should be posted in the Restricted area of the UNHRD website.
C. The PI/quotation value shall not be applied net of the safety margin, unless under exceptional circumstances, and only upon prior approval by the Network Coordinator.

The cost estimates have to be requested by e-mail to the Procurement Unit (local or at Support Office level) in case of:

  • NFI replenishment for which neither an LTA nor MAP (or obsolete MAP) are available, and
  • Non-logistics services to be procured externally and not listed as standard services which are provided to Partner free of charge.

For any other transport service, transport manual applies, thereof procurement will be performed by Logistics unit directly.

Fixed price services will be quoted according to the Hub specific rates (price list) and could be changed in specific situations depending on previous confirmation of the Hub manager.

Ad-hoc customers

Other humanitarian organizations/entities wishing to use UNHRD facilities and specific services may request services at cost on an ad-hoc basis. Ad-hoc customers are entities with whom UNHRD does not have signed TAs in place, typically for small NGOs or larger organizations with who TAs are still under negotiation. The management of ad-hoc customers is ruled by Section 4.2 of ED Circular 2011/008 (Revised Policies for the Management of the UNHRD Network) which indicates that 'other organizations/entities wishing to use UNHRD facilities and specific services (at cost), may [...] request services on ad hoc basis.'

UNHRD manages sales of services to ad-hoc customers by applying below procedure:

  • When a sale to ad-hoc customer is approved by UNHRD management, a specific customer code and WBS element must be requested and created, at the time the PI would need to be signed, at the latest.
   -  Creation of customer code falls under the responsibility of the individual Hubs who are offering services or otherwise doing business with ad hoc new Customers. Thereof the requesting Hub must complete a Customer or Vendor Creation and Maintenance Request and submit the duly completed form to the relevant UNHRD Customer or Vendor Focal Point(s), who review and forward to the Vendor-Customer Management (VCM) unit for the actual creation in WINGS. 
  -  Creation of new WBS element has to be requested to Support Unit by the individual Hubs who are offering services or otherwise doing business with ad hoc new Customers 
  • For statistical purposes, Support Unit must be notified when the new customer code is created for a new ad-hoc customer by recording and on the SO number(s) generated to it before the ad-hoc customer signs the TA with UNHRD and becomes an UNHRD standard Partner.
  • Advance Payments must be made by/received from ad-hoc customers prior to UNHRD`s provision of any service as specified in Section 5.4 of UNHRD SOPs (Payment for specific services provided on ad hoc basis) which indicates that 'In the case of service provision requested on an ad hoc basis by a humanitarian actor that does not have a TA with WFP/UNHRD, advanced payment based on and up to amount of signed PI is required before any service is rendered. The balance of funds, if any, will be returned to the humanitarian actor after the service provision is complete and after reconciliation by UNHRD’
  • When advance payments is received from ad-hoc customers, provision of services is managed by applying standard sales process

Suggested text to be adopted in case of Ad-hoc process is quoted below:

WFP offers thru UNHRD to UN Agencies, international organizations and governmental/non-governmental organizations, use of the emergency response facilities and associated support services. As a standard process, the above services can be requested by authorized users which have signed a Technical Agreement (TA) with WFP (for further information click here). Nevertheless, UNHRD services can be offered to organizations/entities requesting services on ad-hoc basis, but have not signed a TA, as in this case. To be noted that an advance payment request of the services will be submitted to you by UNHRD Finance before we will start the internal process to provide you with the services you have asked for.

Look forward to hearing from you in order to take any further action.