Table 2 Comparative overview of the presence, partial presence and absence of the essential elements within the case studies

Status

Active

Inactive

Active

Inactive

A. Buyers

 All buyers need to have individually:

  1. Perceived problem for which pooled procurement may be a solution (problem)

  2. Motivations that outweigh the opportunity costs

  3. Budget, either internal or external (through donors)

  4. Sufficient technical capacity (e.g., demand forecasting)

  5. Compatible laws, regulations and policies that allow for (international) pooled procurement

 If buyer’s mechanism, all buyers combined, need to have:

  6. Demonstrated willingness to solve their problem collectively through pooled procurement (shared vision)

–

–

  7. Alignment on goals, purpose and operations of the pooled procurement mechanism (shared plan)

–

–

  8. Joint need for specific products (product alignment)

–

–

  9. Sufficient market

–

–

  10. Sufficient and stable financial capacity (financial capacity)

–

–

  11. Regulatory harmonization (e.g., shared quality standards, joint assessment, mutual recognition, etc.)

–

–

  12. Trust (in other buyers and the pooled procurement organization)

–

–

  13. Transparent data and information sharing

–

–

  14. No history of conflict or failed collaboration

–

–

  15. Homogeneity of buyer’s characteristics related to their needs

–

–

  16. Shared cultural factors and values (e.g., language, traditions, etc.)

–

–

  17. Existing political or structural mechanisms

–

–

 B. Pooled procurement organization

  1. Organizational and good governance structure with clear roles and responsibilities

–

  2. Clear mandate

–

  3. Standardized and transparent procedures

–

  4. Sufficient, predictable and timely budget, either internal or external (through donors) to carry out pooled procurement

–

  5. Sufficient, predictable and timely budget, either internal (through service fees) or external (through donors), to cover organizational expenses

–

  6. Predictable, timely and efficient payment mechanism

–

  7. Human resources (sufficient in numbers and expertise)

–

  8. Sufficient technical capacity (e.g., procurement, quality assessment, forecasting, etc.)

–

  9. Positive reputation

–

  10. No conflict of interest

–

  11. “User-friendliness” (both towards buyers and sellers)

–

 C. Suppliers

  1. Sufficient number of qualified suppliers

  2. Sufficient production incentives

–

–

  3. Sufficient supply incentives

  4. Sufficient number of distributors with favourable delivery terms