A goal of this toolkit is to stimulate conversations between government, partners, and communities on new product introduction. Please feel free to share any thoughts, questions, or additional resources for consideration by contacting us via email at any time: HIVToolkit@clintonhealthaccess.org.

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Procurement Planning

Ensuring a stable supply of new ARVs for uninterrupted patient access to treatment

Ensuring a steady supply of new optimal ARVs and uninterrupted patient access during phase-in and phase-out is critical and requires forward planning, coordination across stakeholders and monitoring.  A robust supply plan that provides a forward summary of confirmed orders, expected future purchases, and estimated lead times should be developed to provide full visibility across procurement partners of the product pipeline and to identify any potential issues or shortfalls.

Procurement Planning Checklist

Use the national forecast to develop a procurement supply plan, factoring in key considerations described in the Procurement Planning Chapter below

 

Understand key procurement procedures, including donor and government procurement, and ensure procurement plans align with the associated requirements and timelines (e.g. Stringent Regulatory Authority (SRA) or National Drug Regulatory Authority (NDRA) approvals)

 

Ensure new products are included within the supply plan, and assess whether planned orders for products being replaced should be reduced

 

Obtain appropriate reviews and sign offs for donor-funded procurement plans from local or central procurement offices, as required

 

Communicate procurement plans to donors and suppliers to help with forward demand visibility globally

For countries using a tender process, reference the key considerations listed in the toolkit below to ensure a fair, transparent and competitive process

 

Benchmark procurement prices against reference pricing ensure prices offered are, at a minimum, within ceiling prices

 

Factor clearance, shipping and distribution costs, including relevant international commercial terms (incoterms) into procurement costs

 

Place orders with suppliers, either directly or through local or global procurement partner

 

Confirm scheduled delivery date for order

 

Monitor order deliveries to ensure on time in full delivery

 

Should delays occur, request clear communication from procurement partners and suppliers on updated delivery timelines and seek remedial action if delays risk stock-outs (e.g. during internal stock transfers, request global procurement partners to prioritize orders if possible)

Use the links below to download the entire HIV New Product Introduction Guide
or the Procurement Planning chapter only

Procurement Planning Tools and Resources

The procurement of HIV commodities is a complex process that requires tools and use of market intelligence to ensure the timely and cost-effective supply of high-quality products. To conduct an effective procurement process that fulfills the needs of national treatment programs, countries need to be aware of the ARV market dynamics, available procurement mechanisms and best practices of ARV procurement.

Featured Resource: CHAI Best Practices in Strengthening National Procurement and Tendering

The CHAI White Paper on "Best Practices in Strenghening National Procurement and Tendering" highlights lessons learned and best practices which national programs can harness to ensure best quality and value for money in procuring health commodities.  

The White Paper was developed through experiences gathered across countries and shared by national and global procurers and suppliers of HIV medicines and diagnostics at CHAI's bi-annual Buyer Supplier Summit:

 

Procurement Optimization Memos

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There are several “quick win” opportunities for procurers to increase value for money and improve supply security. These include changes to shelf life and packaging requirements. These memos outline how these small changes to procurement practices that are very easy to quickly adopt, can bring significant benefits to programs:

 
 

Donor Procurement

 

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For countries receiving funding for ARVs through the Global Fund or PEPFAR, procurement may take place through these donors' pooled procurement mechanisms or procurement agents.  These resources provide guidance on the procurement practices of these groups:

Procurement Planning and Implementation Tools

 

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Market Intelligence: International Benchmark Pricing

 

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​Referring to reference prices can be a useful tool to a) estimate budgets required for new products, b) compare prices offered by suppliers to assess if pricing is fair and c) include within national tenders to encourage competitive bids.  Several reference price sources are available; the mostly widely used reference prices are summarized in the CHAI Reference Price list: