Identification tags for AFU and SSTS personnel: Purpose and provisional procurement procedure

The identification tag is a mandatory component of the equipment for Armed Forces of Ukraine (AFU) and State Special Transport Service (SSTS) personnel. It contains a personal identification number and enables the prompt identification of a service member in cases of fatality, injury, or blast-related trauma, facilitating the transmission of relevant notifications.

Therefore, military units must ensure a well-organized process for procuring these tags. The Ministry of Defence of Ukraine provides a provisional algorithm to streamline this process.

Preparing for the procurement

The initial step requires verifying the availability of all necessary documents within the military unit:

• Regulation on the authorized person;
• Procurement procedures;
• Order on the appointment of an authorized person.

The term ‘authorized person’ may refer to a designated individual or a collegial body consisting of at least three members.

The next step involves determining the requirement based on the number of service members. Data should be collected in accordance with Annex 32 to the Instruction on Personnel Accounting within the Ministry of Defence System, approved by MoD Order No. 280, dated September 15, 2022.

Following this, the estimated cost must be calculated based on the number of tags required and a market analysis of prices. The procurement procedure is then selected based on the estimated cost.

Bidding process

For costs below 200,000 UAH, a direct contract may be concluded, or a competitive procedure may be utilized. If the value is UAH 200,000 or more, conducting a competitive procurement (open bidding with specific conditions or simplified procurement) is recommended.

Military units authorized to conduct defense procurements under Ministry of Defence Order No. 111, dated March 1, 2023, are advised to opt for the simplified procurement procedure.

Data security and contract signing

During the bidding, particular attention must be paid to data security, as the process involves the transmission of personnel lists. The supplier must have a State Secret Protection Service within its organizational structure. This requirement must be specified in the tender documentation and/or the contract.

The final step involves concluding a contract with the selected supplier for the production and delivery of the identification tags.