GT 1 – Standards for contracts and product acquisitions

Report of the working group established by Ordinance GR 39/2020 – Working Group 1

1. Presentation: Objective and Members of GT1

1.1 Objective of GT1

As established in Ordinance GR no. 39/2020, published in the Official State Gazette

in São Paulo on 17/06/2020, it is up to this GT to propose specific and appropriate solutions

aiming at management:

1. Contracts; It is

2. From the acquisitions (with the bodies’ and units’ own resources) of:

The. Specific inputs for the health sector; It is

B. Work environment hygiene and health protection products

of university employees, while the coronavirus pandemic continues

COVID-19 contamination.

1. 2 – GT1 Members

The members listed below make up this Working Group, under the

coordination of the first:

✔ Luciana Aparecida da Cunha Pizatto (DEA)

✔ Andrei Vinicius Gomes Narcizo (DGA)

✔ Bruna Francieli Angelo Braga (SAR)

✔ Carlos Roberto Carducci (PRG)

✔ Cleber de Lima Palmieri (DGA)

WORKING GROUP 1 - ORDER GR No. 39/2020

✔ Luciane Politi Lotti (PRDU)

✔ Luiz Claudio Martins (DEAS)

✔ Mariana Salhab Dall Aqua Schweller (HC)

✔ Thiago Baldini da Silva (AEPLAN)

✔ Wellington Terra de Andrade (City Hall)

2. Context and Prior Discussions for Implementation of the Plan

Once established, GT 1 met virtually on 24/06 and 01/07 to align the

subject, presentation of the history of the suspension of face-to-face activities in the

university, analysis of the São Paulo State Return Plan and study of the

Details of UNICAMP's Gradual Return Plan, having already identified,

through these documents, several items relating to the hygiene of the work environment

work and health protection of employees that must be used during

COVID-19 pandemic and contracts that may undergo changes during this period, the

which are listed in Annex 1 of this report.

The following standards were part of the analyzes presented here:

▪ DGA Instruction No. 91/2016 – Establishes rules and procedures for

formalization of purchasing processes, works and services by exempting

bidding;

▪ DGA Instruction No. 99/2020 - Establishes general procedures for formalization

of contracts based on article 4 of Federal Law 13.979/2020;

WORKING GROUP 1 - ORDER GR No. 39/2020

▪ Law 13.979/20 – Provides measures to deal with the emergency

public health of international importance arising from the coronavirus

responsible for the 2019 outbreak;

▪ Law 14.023/2020 - Amends Law No. 13.979, of February 6, 2020, to

determine the adoption of immediate measures that preserve the health and life of

all professionals considered essential to disease control and

maintaining public order during the public health emergency

resulting from the coronavirus responsible for the 2019 outbreak, and

▪ Provisional Measure No. 961/2020 - Authorizes advance payments in

bids and contracts, adapts the limits for exemption from bidding and expands the

use of the Differentiated Public Procurement Regime – RDC during the state of

public calamity recognized by Legislative Decree no. 6, of March 20,

2020.

To achieve its objective, GT 1 established the following guidelines:

1. Single Budget Line;

2. Planning acquisitions and contracts according to the quantity of

employees present in each of the five periods of the two planned phases

for the resumption of face-to-face activities at the university, so that it is

possible to size the demand for inputs, the scope of contractual objects

existing and the need for budget disbursement;

3. Preparation of a list containing products and inputs specific to the area

health and environmental hygiene and protection of the health of all

university workers;

4. Standardization of the technical specifications of these products and inputs;

5. Establishment of a protocol for using these items;

6. Definition of the flow for requesting the purchase of these materials; It is

WORKING GROUP 1 - ORDER GR No. 39/2020

7. Definition of the flow for managing the contractual objects that

require changes, especially to cleaning and conservation contracts and

of charter.

Still in the preliminary phase, the GT reached the following definitions for the management protocol

purchasing and hiring:

▪ HEALTH AREA

The management of healthcare acquisitions and contracts will be maintained in accordance with

with current practice, separated from other bodies and units, due to its

specificity and essentiality.

▪ OTHER BODIES AND UNITS

A. ACQUISITIONS MANAGEMENT

Management of acquisitions of environmental hygiene inputs and products

work and health protection of employees during the pandemic to

bodies and units not active in the health sector will be based on

classification of these items into:

1. Stoke

2. Price Registration

3. Centralized Common Purchasing (via DGA); It is

4. Purchases to be carried out by the agency and unit itself.

The flows of these acquisitions must follow the DGA Normative Instructions

in force and, whenever necessary, other bodies may be

consulted, such as the DSO and DSTR bodies, both belonging to the

WORKING GROUP 1 - ORDER GR No. 39/2020

DGRH, or GTs created for the Task Force, to certify the need

of the item or model chosen by the interested party.

B. CONTRACT MANAGEMENT

I. CHARTER

Any new charter service contracts must follow

the bidding process, and the deadline must be defined

by the higher authorities of the university, based on the values

involved.

II. CLEANLINESS AND CONSERVATION

Due to the constant requirement in the Gradual Return Plan of

Unicamp, namely, “environmental hygiene at least twice a

period”, the frequency of environmental cleaning of bodies and units

may undergo changes, to be handled by the DGA, in accordance with

the Bidding and Contracts Law – LF 8666/93.

C. COMMUNICATION

The GT defined that notifications to the internal community will be made after the

compilation of data and as the phases progress, in order to

collect information from bodies and units and guide them regarding

procedures adopted by this GT.

WORKING GROUP 1 - ORDER GR No. 39/2020

3. Proposal Development

3.1 Demand Planning

Some units and agencies are already forwarding their purchase requests

directly to the DGA for use during the pandemic. It is the understanding of this GT that these

Purchases, as far as possible, must await the issuance of this protocol of

acquisitions and only what will actually be used immediately be acquired now,

before the recovery phases, otherwise, it is extremely important that demand is

planned and, for this, the compilation of requests for Specific Resumption Plans

of bodies and units and other GTs of the Task Force is essential to guide

o GT 1 in the classification of items (in stock, price registration or centralized purchase)

and, consequently, in the management of its acquisition.

3.2 List of products and inputs specific to the area of health and hygiene

environment and health protection of employees

⮚ Specific healthcare products and inputs

As already mentioned, the management of specific products and inputs in the area of

health will not change, and its execution will be kept separate from the

other bodies and units, depending on their specificity and essentiality, and

using the protocols already created for this time of pandemic.

A notice was prepared to record prices for the items listed below,

through bidding in the Electronic Auction modality, for a period of six

months. The estimated quantities considered the projections of HC, CAISM,

Hemocentro, Gastrocentro and CECOM.

WORKING GROUP 1 - ORDER GR No. 39/2020

Stockable Object Code?

419960 Bilaminated apron (waterproof) yes

87635 03-layer mask (surgical) yes

72892 TNT apron (contact precaution) yes

189894 Long-barreled procedure glove P yes

472613 Long-barreled procedure glove M yes

537001 Long-barreled procedure glove G yes

16327 Cap yes

276444 PFF2 mask yes

⮚ Products and inputs for environmental hygiene and health protection

servers

In addition to the list already identified by this WG (Annex 1), it is necessary

wait for the demands of bodies and units (specific recovery plans)

and the other GTs of the Task Force, to be compiled by GT 10 and passed on

to GT 1 for further item classification work.

3.3 Standardization of technical specifications of products and inputs

The standardization of the purchasing catalog is one of the premises for good management of

acquisitions. So that we can adopt this management tool in this period of

pandemic, especially in items and their units of measurement, it is first necessary

identify items with high recurrence among those demanded by other GTs

of the Task Force and by agencies and units in their Specific Recovery Plans. AND

It is certain that with standardization, the probability of these items i) being included in the list of

warehouse items, ii) having their prices registered or iii) being purchased

in a centralized manner, seeking economies of scale and efficiency in the management of these

acquisitions, is considerably larger, in addition to facilitating control by

external inspectors, who are questioning the acquisition of items purchased with

WORKING GROUP 1 - ORDER GR No. 39/2020

values above the market average or with a non-standard specification, without

due justification.

Standardizing the purchasing catalog is a fundamental step for results such as:

⮚ Time optimization;

⮚ Saving resources;

⮚ Control of inputs and services used;

⮚ Transparency; It is

⮚ Absence of duplication of activity or rework.

3.4 Protocol for the use of products and inputs

Considering:

● The controversial discussion about the STF's supposed decision to consider COVID-19

as an occupational disease, depending on the causal link;

● The university's internal regulations, especially the Normative Instruction

DGRH no 002/2009, which "establishes procedures to be adopted within the scope

of this University regarding the Protective Equipment Control Sheet

Individual";

● Law 14.023/2020, which includes security guards who work in public units

and private healthcare, cleaning professionals, professionals who work

in the food and beverage production chain, including inputs, and

public servants who work in the health sector, including in

administrative tasks in the list of professionals considered essential to the control of

illnesses and maintenance of public order;

WORKING GROUP 1 - ORDER GR No. 39/2020

● The various questions asked by bodies and units in relation to the

use of PPE aimed at COVID-19 by non-health professionals;

● The wide range of non-health professions present at the university,

This GT considers the existence of rules to be extremely important, preferably

prepared by specialists in the subject, for the use of products and inputs aimed at

employees not working in the health sector during the pandemic, since the area of

Health already has its own protocols.

In addition to adequately protecting servers and providing control over a

possible future need (supervision by competent bodies such as the Ministry

Labor Public and State Audit Court), this protocol helps to

standardization of the purchasing catalog, favoring appropriate planning of

acquisition of these PPE (masks, alcohol gel, liquid soap, etc.), as already explained

in the previous item.

WORKING GROUP 1 - ORDER GR No. 39/2020

In the absence of the protocol in question, GT 1 suggests some indications to be followed:

Indication of the use of inputs and PPE when returning to University activities:

Local User Input

Frequency of exchange or execution

Masks

tissue1

Professionals whose functions

exclusively administrative)

or who operate in areas without

As indicated

compliance with the

guidance of

Sectors exclusively

administrative

at work do not require the use

of PPE (e.g. personnel

contact with the public or

patients. As long as they are

in the institution.

for the population

general and in

Ministry of Health.

Daily

Masks 3

university student

interns, students and

Discard every 4

hours or when

layers

(common)2

Administrative sectors of

Customer service sectors

general public/

employees who work or

circulate in high-flow areas

moist.

professional service/

third party professionals or

other institutions

All professionals,

of people.

Discard every 4

Masks 4

layers (N95),

face shield

N95 - Replace if sealing capacity to the face is lost.

Face Shield:

For employees who work

Healthcare and laboratories

in the area of carrying out

specific

procedures that generate

aerosols (e.g.:

respiratory fisioterapy,

1 We can discuss the two mask options (fabric or common 3 layers), since adopting a excludes the other. To calculate consumption, each user must have at least 5 fabric masks available for exchange and the 3-layer mask must be changed every 4 hours.

2 Same as the previous note.

WORKING GROUP 1 - ORDER GR No. 39/2020

Disinfection after use. Only if there is damage.

Cap, Apron,

Glove

Recommended use for returning to

Healthcare and laboratories

specific

activities only in the areas

with prior indication to

After use. pandemic for the use of PPE

(Example: laboratories).

Products for regular environmental hygiene:

Local User Input

Frequency of exchange or execution

Alcohol gel

The entire institution 70%3 Exchange after completion

of product.

Execution: after contacts.

Soap and water throughout the institution

Recommended for hand hygiene for all professionals, interns, students and employees.

Execution: after contacts.

3 Individual bottles and disposable packaging are recommended. If necessary, devices with minimum possible contact to release the product (automatic dispensers).

WORKING GROUP 1 - ORDER GR No. 39/2020

dental care with

use of support machinery,

bronchoscopy, aspiration with

open system, collection of

secretion) and for activities with

indication prior to the pandemic

use of PPE.

Products for regular environmental hygiene

Local User Input

Frequency of exchange or execution

70% alcohol4 liquid

The entire institution

Suitable for cleaning

product.

After the product ends.

surfaces compatible with the

Examples: furniture, telephones

fixed, door handles.

Bibliographic Reference

ANVISA. GENERAL GUIDELINES – Face masks for non-professional use. Brasília, April 03, 2020. Available at: http://portal.anvisa.gov.br/documents/219201/4340788/NT+M%C3%A1scaras.p… /bf430184-8550-42cb-a975-1d5e1c5a10f7

Ministry of Health. INFORMATIVE NOTE No. 3/2020-CGGAP/DESF/SAPS/MS. Available in:

https://portalarquivos.saude.gov.br/images/pdf/2020/April/06/Nota- Informativa.pdf

Hospital Epidemiology Section – SEH – Hospital de Clínicas UNICAMP. Hospital infection control standards of June 18, 2020. Available at: https://intranet.hc.unicamp.br/sites/default/files/users/larissa/Normas… controle%20de%20infec%C3%A7%C3%A3o_COVID%2018%20junho.pdf

4 In HC, the cleaner uses disinfectants based on chlorine dioxide or quaternary ammonium. We suggest check price and contract with the hospital cleaner to define the agent.

WORKING GROUP 1 - ORDER GR No. 39/2020

3.5 Flow for requesting the purchase of products and inputs

3.6 Flow for managing contractual objects

For possible new charter contracts

● Increase in hiring in Period 5 of Phase 2 due to the limitation of

vehicle occupancy at 50%.

● If the current number of users is maintained, 27 lines using micro-

buses (24 seats) must be replaced by buses (44 seats) and 33

lines that use buses must have an additional vehicle.

● New hires must follow the usual bidding process and will be

subject to their legal deadlines.

● The deadline for contractual execution must be defined by the bodies

higher administrative departments of the university, depending on the values involved,

according to the following table:

It must have its own budgetary resources

Must respect the number of employees present per phase/resumption period, according to the Resumption Plan presented to the Rectory

You must consider the protocol for using products and inputs

It must comply with the pre-established standard

Demand (Interested)

Check if it is a stock item

Check if it has a price registered

Check whether the purchase can be executed locally

If purchasing via DGA, proceed as per Normative Instructions current (SEC)

Purchase Requisition (Interested)

Purchase Execution (Purchasing Body)

Stock item?

Registered Price?

Aggregate orders for centralized purchasing whenever possible

Run process according to modality bidding

WORKING GROUP 1 - ORDER GR No. 39/2020

Average Value Trip Average Value Month

Type of Vehicle - Unicamp Schedule CadTerc

(May/2019) Unicamp CadTerc

(May/2019)

Bus 44 passengers - Business Hours R$ 227,23 R$ 324,32 R$ 9.997,97 R$ 14.269,87 Bus 24 passengers - Business Hours R$ 190,65 R$ 224,74 R$ 8.388,52 R$ 9.888,42 Bus 44 passengers - Daytime Schedule BRL 161,35 BRL 274,71 R$

17.748,26 R$30.217,92 Bus 24 passengers - Daytime Schedule BRL 121,29 BRL 192,55 R$

13.342,18 R$21.180,17

For possible changes to the cleaning and conservation contract

● According to the university's Resumption Plan, “environmental hygiene by

least twice per period.”

● As the cleaning frequency of the current contract is not standard for all

units and bodies, it will be necessary to wait for the compilation of Specific Plans

of bodies and units and protocols of other GTs to:

o Definition of environmental hygiene that is the responsibility of the server and the company

cleaner, to be defined by the WG responsible for this matter;

o Definition of possible contractual additions/deletions

(increase/reduce cleaning frequency) per organ and unit;

o Formalization, by the DGA, of contractual changes with the company

service provider, in accordance with the Bidding and Contracts Law.

5. CONCLUSION

GT 1, in view of everything investigated, concludes that it is a premise for effectively achieving its

objective of managing contracts and acquisitions of specific inputs for the area of

health, products for cleaning the work environment and protecting the health of

servers during the COVID-19 pandemic:

WORKING GROUP 1 - ORDER GR No. 39/2020

1. The compilation of demands presented by bodies and units in their

Specific Recovery Plan;

2. Compiling the demands of the other GTs of the Task Force; It is

3. Standardization of products and supplies for cleaning the workplace

and protecting the health of employees.

Cidade Universitária “Zeferino Vaz”, July 10, 2020.

Luciana A. da Cunha Pizatto

President

Andrei Vinicius Gomes Narcizo (DGA) Bruna Francieli Angelo Braga (SAR)

Carlos Roberto Carducci (PRG) Cleber de Lima Palmieri (DGA)

Luciane Politi Lotti (PRDU) Luiz Claudio Martins (DEAS)

Mariana Salhab Dall Aqua Schweller (HC) Thiago Baldini da Silva (AEPLAN)

Wellington Terra de Andrade (City Hall)

WORKING GROUP 1 - ORDER GR No. 39/2020

ANNEX 1 TO THE REPORT OF THE WORKING GROUP INSTITUTED BY ORDINANCE GR

No 39/2020 – Working Group 1

List of items to be purchased relating to cleaning the work environment

and protecting the health of employees during the COVID-19 pandemic:

▪ Disposable

▪ Sanitary products

▪ Paper towel

▪ Liquid soap

▪ 70% alcohol gel

▪ Masks for servers

▪ Gloves for use in laboratories

▪ Support material for training and guidance (banners, leaflets, etc.)

▪ Support material for information and communication mechanisms (banners,

leaflets, banners, etc.)

▪ Recycle bins

▪ Trash bags

▪ Paper towel holders

▪ Soap dishes

▪ Liquid soap dispenser

▪ Alcohol gel dispenser

▪ Sprayed/Sprayed

▪ Facial protectors - Face Shield

▪ Sanitizing mats

▪ Inputs for the health sector

o Masks

o aprons

o Gloves

WORKING GROUP 1 - ORDER GR No. 39/2020

List of contracts that may undergo changes during the COVID-19 pandemic:

▪ Cleaning and conservation contract - “environmental hygiene at least two

times per period.”

▪ Charter

Increase in hiring in Period 5 of Phase 2 due to the limitation of

occupancy at 50%.

WORKING GROUP 1 - ORDER GR No. 39/2020