Annex 8: Procurement arrangements.BOTSWANA Botswana (bŏtswä`nə), officially Republic of Botswana, republic (2005 est. pop. 1,640,000), 231,804 sq mi (600,372 sq km), S central Africa. : Botswana National HIV/AIDS Prevention Support Project
1. Procurement The fancy word for "purchasing." The procurement department within an organization manages all the major purchases. under the Project would be carried out in accordance with the World Bank's "Guidelines guidelines,
n.pl a set of standards, criteria, or specifications to be used or followed in the performance of certain tasks. : Procurement under IBRD IBRD
See: International Bank for Reconstruction and Development Loans and IDA Credits" dated May 2004, revised October 2006 (referred to herein as the Procurement Guidelines) and "Guidelines: Selection and Employment of Consultants by World Bank Borrowers" dated May 2004 revised October 2006 (referred to herein as the Consultant Guidelines) and the provisions stipulated in the Legal Agreement. Bank's Standard Bidding Documents (SDB (Switched Digital Broadcast) See switched video. ) shall be used for procurement of goods under International Competitive Bidding and Bank's Standard Request for Proposal (RFP (Request For Proposal) A document that invites a vendor to submit a bid for hardware, software and/or services. It may provide a general or very detailed specification of the system.
1. (business) RFP - Request for Proposal.
2. ) shall be used for selection of consultants. For National Competitive Bidding (NCB (Network Control Block) A packet structure used by the NetBIOS communications protocol. ), Government of Botswana SDB which have been reviewed and generally found acceptable may be used.
2. The following provisions shall apply for use of GoB NCB bidding documents under this project: (i) foreign bidders shall be allowed to participate in NCB; (ii) registration / classification of bidders shall not be used as a condition for bidding; (iii) use of preference system based on citizen degree of ownership shall not be used; (iv) use of point system and bracketing in the evaluation of bids for goods shall not be used; (v) negotiations shall not be held with successful bidder for procurement of goods; (vi) publication of invitation to bid in a national newspaper of wide circulation; (vii) NCB bidding documents shall clearly specify bid evaluation and post qualification criteria; (viii) bidding period shall not be less than four weeks and bids shall be opened publicly; and (ix) contract awards shall be published. Alternatively Bank's SDB may be used and adapted for NCB. The general descriptions of various items under different expenditure category are described below. For each contract to be financed by the Loan, the different procurement methods or consultant selection methods, the need for pre-qualification, estimated costs, prior review requirements, and timeframe would be agreed between the Borrower and the Bank in the Procurement Plan. The prior review and procurement method thresholds indicated below are intended for the initial Procurement Plan. The Procurement Plan will be updated at least annually or as required to reflect the actual project implementation needs and improvements in institutional capacity.
3. Procurement of Civil Works. No civil works are envisaged under the BNAPS BNAPS British North America Philatelic Society Project.
4. Procurement of Goods. (Estimated to cost US$ 6.6 M Equivalent). Goods procured under this Project will include motor vehicles, portable cabins, medical equipment and ICT (1) (Information and Communications Technology) An umbrella term for the information technology field. See IT.
(2) (International Computers and Tabulators) See ICL.
1. (testing) ICT - In Circuit Test. equipment. Goods estimated to cost US$ 250,000 equivalent or more per contract shall be procured under International Competitive Bidding (ICB ICB Integrated Conference Bridge (Nortel)
ICB International Competitive Bidding (international procurement)
ICB Individual Case Basis
ICB Istituto di Chimica Biomolecolare (Italian) ) procurement method. Goods estimated to cost less than US$ 250,000 will be procured on the basis of NCB. Goods that are estimated to cost less than US$ 50,000 equivalent per contract may be procured through shopping procedures as set forth in the Procurement Guidelines and described above. Where practical, the goods to be purchased will be grouped and be procured in one contract. Common capital goods Capital Goods
Any goods used by an organization to produce other goods.
Examples of capital goods include office buildings, equipment, and machinery.
See also: Capital Expenditure, Disinvestment
Capital goods required by several implementing entities such as vehicles and ICT equipment will be consolidated and procured under one contract. Capital goods for the demand-driven component under Civil Society Response may be consolidated with other capital goods where practical. However to enhance efficiency in the implementation process, such goods may be procured separately for each grant recipients.
5. Direct contracting for goods: Direct contracting is contracting without competition (single source) and may be an appropriate method under the following circumstances:
(a) An existing contract for goods, awarded in accordance with procedures acceptable to the Bank, may be extended for additional goods of a similar nature. The Bank shall be satisfied in such cases that no advantage could be obtained by further competition and that the prices on the extended contract are reasonable. Provisions for such an extension, if considered likely in advance, shall be included in the original contract.
(b) Standardization of equipment or spare parts Spare parts, also referred to as Service Parts is a term used to indicate extra parts available and in proximity to the mechanical item, such as a automobile, boat, engine, for which they might be used.
Spare parts are also called “spares. , to be compatible with existing equipment, may justify additional purchases from the original Supplier. For such purchases to be justified, the original equipment shall be suitable, the number of new items shall generally be less than the existing number, the price shall be reasonable, and the advantages of another make or source of equipment shall have been considered and rejected on grounds acceptable to the Bank.
(c) The required equipment is proprietary and obtainable only from one source.
(d) The Contractor responsible for a process design requires the purchase of critical items from a particular Supplier as a condition of a performance guarantee.
(e) In exceptional cases, such as in response to natural disaster.
6. Procurement of non-consulting services. Non-consulting services are services that are not of intellectual or advisory in nature. Non-consulting services under this project will include distribution of stocks from central-level procurement to the districts, workshops logistics and internet services. The procurement of non-consulting services shall be as per provisions specified above for the procurement of goods. An example of such services would relate to the costs incurred for the distribution of medical supplies which were procured using non-project resources.
7. Selection of Consultants (Estimated to cost US$ 7.4 M equivalent). Consulting services under the project will include behavioural Adj. 1. behavioural - of or relating to behavior; "behavioral sciences"
behavioral surveys, technical assistants in various fields, monitoring and evaluation studies and compliance verification monitoring. Except as detailed below, consulting services will be selected through competition among qualified short-listed firms based on Quality and Cost-Based Selection (QCBS QCBS Quality Cost Based Selection
QCBS Queensland Council of Bird Societies
QCBS Querencia Community Bike Shop (Denton, Texas) ). Consultants for financial audits and other repetitive services estimated to cost less than US$50,000 equivalent per contract may be selected through Least-Cost Selection (LCS LCS - Language for Communicating Systems ) method. Consulting services by firms estimated to cost less than US$ 100,000 equivalent may be selected on the basis of Selection Based on the Consultant Qualifications (CQS CQS
See Consolidated Quotation System (CQS). ). As appropriate, other selection methods such as Fixed Budget (FBS FBS
fasting blood sugar
FBS Fasting blood sugar. See Fasting glucose. ), Quality-Based Selection (QBS QBS Qualifications Based Selection
QBS Quality Based Selection
QBS Qualification By Similarity
QBS Quench Bypass Switch
QBS Quota Bearing Salesperson
QBS Query-Based Snapshot ) may be used for selection of consulting firms. Individual consultants shall be selected on the basis of Individual Consultant Selection method (IC) as per Section V of the Consultant Guidelines.
8. Single-Source Selection of Consultants (SSS SSS
sick sinus syndrome ): Single-Source Selection may be appropriate only if it presents a clear advantage over competition: (a) for tasks that represent a natural continuation of previous work carried out by the firm, (b) in emergency cases, such as in response to disasters and for consulting services required during the period of time immediately following the emergency, (c) for very small assignments, or (d) when only one firm is qualified or has experience of exceptional worth for the assignment.
9. Training (Estimated to cost US$ 3.6 M equivalent). Training services estimated to cost US$ 100,000 equivalent or more shall be procured on the basis of QCBS or QBS as appropriate. Training services estimated to cost less than US$ 100,000 equivalent per contract may be procured through CQS method. When appropriate, training may also be procured on the basis of Direct Contracting subject to review and approval by the Bank. The project will formulate an annual training plan and budget which will be submitted to the Bank for its prior review and approval. The annual training plan will, inter alia [Latin, Among other things.] A phrase used in Pleading to designate that a particular statute set out therein is only a part of the statute that is relevant to the facts of the lawsuit and not the entire statute. , identify: (a) the training envisaged, (b) the justification for the training, how it will lead to effective performance and implementation of the project and or sector, (c) the personnel to be trained, (d) the selection methods of institutions or individuals conducting such training, (e) the institutions which will conduct training, if already selected; (f) the duration of proposed training, and (g) the cost estimate of the training. Report by the trainee upon completion of training would be mandatory.
10. Short Lists of Consultants. Short List of consultants for services estimated to cost less than US$ 100,000 equivalent per contract may be comprised entirely of national consultants in accordance with the provisions of paragraph 2.7 of the Consultant Guidelines.
11. Operating Costs operating costs npl → gastos mpl operacionales (Estimated to cost US$ 8.1 M equivalent). Operating costs will be procured using the Borrower's administrative procedures and or the administrative procedures of the component implementing agency's administrative procedures, which were reviewed and found acceptable to the Bank.
12. Special Arrangements: Ministry of Education (MoE) has an ongoing arrangement with Baylor Centre of Excellence on Paediatrics to monitor social behaviour and HIV HIV (Human Immunodeficiency Virus), either of two closely related retroviruses that invade T-helper lymphocytes and are responsible for AIDS. There are two types of HIV: HIV-1 and HIV-2. HIV-1 is responsible for the vast majority of AIDS in the United States. Aids prevalence among children. Subject to satisfactory justification of the contract which- shall include: nature of the contract, selection process undertaken prior to the project, advantages of continuing with the arrangement, uniqueness of the contract and justified cost breakdown of the proposed contract, the contract may be procured on single source selection. This case will be thoroughly reviewed by the Bank, based on the provisions for single source selection in the Consultant Guidelines, upon submission of request from the Government. If the single sourcing is found to be not justifiable jus·ti·fi·a·ble
Having sufficient grounds for justification; possible to justify: justifiable resentment.
jus , the services will be sought on the basis of open competition.
13. Prior review by the Bank. The Borrower shall seek World Bank prior review in accordance with Appendix 1 of both Procurement and Consultant Guidelines for contracts above the thresholds as agreed in the Procurement Plan. For purposes of the initial Procurement Plan, the Borrower shall seek Bank prior review for (i) all goods contract estimated to cost US$ 250,000 equivalent or more, (ii) all consultancy contracts with firms estimated to cost US$200,000 equivalent or more, (iii) all contracts with individual consultants estimated to cost US$ 50,000 equivalent or more, (iv) all direct contracting and single source selection estimated to cost US$ 1,000 equivalent and above, and (v) annual training plan. These prior review thresholds will be reviewed annually and any revisions based on reassessment Reassessment
The process of re-determining the value of property or land for tax purposes.
Property is usually reassessed on an annual basis. You may request a "reassessment" if you disagree with your assessment. of the implementing agencies capacity will be agreed with the Borrower in an updated Procurement Plan. All other contracts will be post reviewed during annual procurement post review missions and compliance verification monitoring.
14. Procurement under Civil Society Response (CSO (Chief Security Officer) The person in charge of all staff members who are responsible for promulgating, enforcing and administering security policies for all systems within an enterprise or division. ) Component (US$ 22.3 million). Implementation of the Civil Society Response Component will require the engagement of CSOs in the implementation of the interventions. CSOs will be engaged based on detailed criteria provided in the Operations Manual for the Project. The institutional, procedural, and safeguard requirements of the engagement of CSOs as detailed in the Operations Manual include:
* Institutional: The institutional arrangements to administer the CSO component include:
** Strengthened National Aids Coordinating Agency (NACA NACA National Advisory Committee for Aeronautics
NACA Network of Aquaculture Centres in Asia-Pacific
NACA National Action Committee on AIDS (Nigeria)
NACA National Advisory Council on Aging
NACA National Association of Consumer Advocates ) through engagement of eight technical assistants in the areas of procurement, financial management, monitoring and evaluation and implementation
** Project Steering Committee steer·ing committee
A committee that sets agendas and schedules of business, as for a legislative body or other assemblage.
Noun (PSC (Public Service Commission) Same as PUC. ) at NACA with multisectoral membership to ensure that call for proposals are in line with priority areas as described in the National Strategic Framework
** Technical subcommittee sub·com·mit·tee
A subordinate committee composed of members appointed from a main committee.
Noun at NACA to review, assess and award proposals developed by CSOs exceeding threshold of US$ 5,000 equivalent
** Proposal coordinating office at NACA to provide administrative support, coordinate proposal submission, evaluation and award process
** Strengthened District Aids Coordinator (DAC) through the engagement of Grant Officers to communicate call for proposals with their districts, review proposals less than US$ 5,000 equivalent and submit quarterly reports to NACA
** CSO networks to facilitate proposal preparation process by their members and preparation of quarterly reports
** Program technical audit at NACA
* Procedural: Detailed procedures have been outlined in the Operations Manual that include:
** Capacity assessment checklist for CSOs and annual CSO capacity assessment by geographical location and thematic the·mat·ic
1. Of, relating to, or being a theme: a scene of thematic importance.
** Explicit eligibility and qualification requirements for CSOs applying for proposals
** Detailed form for proposal submission
** Call for proposal to be advertised in national media with a submission period of four weeks
** Explicit criteria on proposal evaluation and requirement for disclosure of award
** DAC reviews and approves proposals below US$ 5,000 equivalent whilst proposals above US$ 5,000 up to the ceiling of US$ 50,000 will be reviewed by NACA
** Clear business standards (response time) for proposal reviews and disbursement DISBURSEMENT. Literally, to take money out of a purse. Figuratively, to pay out money; to expend money; and sometimes it signifies to advance money.
2. of funds
* Safeguards: A number of safeguards have been built into the process as detailed in the Operations Manual to ensure transparency, fairness and economy including:
** Clear delineation of the roles and responsibilities of all stakeholders Stakeholders
All parties that have an interest, financial or otherwise, in a firm-stockholders, creditors, bondholders, employees, customers, management, the community, and the government.
** Strengthened monitoring and evaluation function For the string evaluation function, see .
An evaluation function, also known as a heuristic evaluation function or static evaluation function, is a function used by game-playing programs to estimate the value or goodness of a position in the minimax and related at NACA
** Open invitation for proposals, pre-disclosed selection criteria, grant agreement forms, evaluation procedures and disclosure of award to the public
* Annual independent compliance verification
* Conflict of interest, fraud and corruption, and misprocurement provisions included in the Operations Manual
15. Goods and services In economics, economic output is divided into physical goods and intangible services. Consumption of goods and services is assumed to produce utility (unless the "good" is a "bad"). It is often used when referring to a Goods and Services Tax. under Civil Society Response component will be procured by Civil Society Organizations utilizing methods below with details as provided in the Operations Manual:
16. Local Shopping for Goods or Services--Under this method, CSO will solicit quotations from at least three qualified suppliers within the project area or district based on simplified quotation forms that include a description of the goods or materials, detailed specifications, delivery period and payment terms. All quotations shall be made in writing and signed but may be submitted by fax, post or electronic mail As a general rule, a qualified supplier who offers goods or materials that meet the specifications at the lowest price shall be recommended for award of the contract. Local shopping is limited for goods and services estimated to cost less than US$ 1,000 per contract or order.
17. National Shopping for goods or services: Goods or services estimated to cost US$1,000 equivalent or more but less than US$ 50,000 may be procured using national shopping procedures. The CSO will obtain at least three quotations from qualified suppliers not necessarily restricted to the district. The request for quotation A Request for Quotation (referred to as RFQ) is a standard business process whose purpose is to invite suppliers into a bidding process to bid on specific products and/or services.
An RFQ typically involves more than the price per item. shall include a description of the goods or materials, detailed specifications, delivery period and payment terms. All quotations shall be made in writing and signed but may be submitted by fax, post or electronic mail. As a general rule, a qualified supplier who offers goods or materials that meet the specifications at the lowest price shall be recommended for award of the contract.
18. Direct Contracting by CSOs: CSOs may procure To cause something to happen; to find and obtain something or someone.
Procure refers to commencing a proceeding; bringing about a result; persuading, inducing, or causing a person to do a particular act; obtaining possession or control over an item; or making a person goods through direct contracting where (i) goods are proprietary in nature, (ii) as continuation of a previous contract awarded through a competitive process, (iii) where there is one supplier and the cost of obtaining quotation may not be cost effective as would be the case for remote districts such as Ghanzi, Kgalagadi, Ngamiland and Chobe. CSOs may procure goods or services through direct contracting estimated to cost US$200 equivalent or less.
19. Alternative procurement arrangement for CSOs: CSOs may procure simple off-the shelf goods contained in their proposal and approved by NACA/DAC through annual contracts made by Councils with suppliers. The CSOs may use this method where (i) council procures using acceptable competitive process, (ii) the quantity of goods required by the CSO would not increase quantities by more than 20% what the council would procure on annual basis, and (iii) distances to markets where quotations may be obtained are long and would not justify use of quotations.
20. Procurement Plan: The Borrower, at appraisal, developed a Procurement Plan for project implementation, which provides the basis for the procurement and selection methods. The plan has been discussed in detail during appraisal and has been agreed between the Borrower and the Project Team on June 3, 2008. This plan will form the basis of procurement for the first 18 months. The plan will be available at NACA offices and also be available in the Project's database and in the Bank's external website. The Procurement Plan will be updated in agreement with the Bank annually or as required to reflect the actual project implementation needs and improvements in institutional capacity.
21. Assessment of the capacity of agencies to implement procurement: Procurement activities under the Project will be carried out by National Aids Coordinating Agency (NACA) and line ministries of Education, Labour and Home Affairs, Local Government and Transport, Youth, Sports and Culture and Health at central government level. At decentralized de·cen·tral·ize
v. de·cen·tral·ized, de·cen·tral·iz·ing, de·cen·tral·iz·es
1. To distribute the administrative functions or powers of (a central authority) among several local authorities. level, procurement activities will be undertaken by district councils, Civil Society networks (NGO NGO
Noun 1. NGO - an organization that is not part of the local or state or federal government
nongovernmental organization networks) and grass root Civil Society Organizations (CSOs). Capacity of implementing agencies was assessed by a World Bank procurement team October 2007 and April 2008. District councils, Civil Society Networks and line ministries were assessed on sample basis. The results of the assessment and key findings are as follows:
(a) National Aids Coordinating Agency (NACA): NACA will be the principal implementing and coordinating agency for the project. NACA will undertake procurement of common capital equipment such as ICT Equipment and furniture for all implementing agencies. NACA has a Supplies Unit which is responsible for procurement of office supplies Office supplies is the generic term that refers to all supplies regularly used in offices by businesses and other organizations, from private citizens to governments, who works with the collection, refinement, and output of information (colloquially referred to as "paper work"). . The Unit is headed by a Principal Supplies Officer who holds a middle-management position and is qualified to diploma level. The overall staff strength of the unit is five officers. In addition the Program Managers, who have sufficient qualifications, support the procurement function to procure and implement contracts. NACA has established committees and procedures to undertake procurement. NACA has the experience in procurement in accordance with PPADB Act. Staff in NACA does not have adequate experience in procurement of large-value contracts and consultancies and are not familiar with World Bank Procurement Procedures. The capacity of NACA to undertake procurement was considered AVERAGE.
(b) Line Ministries: Line ministries of Works and Transport, and Health were assessed. Ministries will responsible for procurement of goods and services for operational expenses and training workshops and recruitment of consultants.
* Ministry of Works The Ministry of Works was a department of the UK Government formed in 1943, during World War II, to organise the requisitioning of property for wartime use. After the war, the Ministry retained responsibility for Government building projects. and Transport has a Supplies Unit which is responsible for procurement of office supplies and logistics and coordinate requests from all other departments. The unit has a staff compliment of four, of which two are graduates with professional training in purchasing. Departments within the Ministry lead in the procurement of consultancy services and procurement of large-value contracts. The departments have well qualified staff with experience in procurement of large-value contracts. The Ministry through its Central Transport Organization (CTO (Chief Technical Officer) The executive responsible for the technical direction of an organization. See CIO and salary survey. ) is also responsible for procurement of vehicles for all Government organizations. The CTO was assessed and was found to have adequate capacity. Overall the capacity of the Ministry to undertake procurement was HIGH.
* Ministry of Health The Ministry does not have a Supplies Unit but has a Ministerial Done under the direction of a supervisor; not involving discretion or policymaking.
Ministerial describes an act or a function that conforms to an instruction or a prescribed procedure. It connotes obedience. Tender Committee with an established qualified secretary who is a pharmacist pharmacist /phar·ma·cist/ (fahr´mah-sist) one who is licensed to prepare and sell or dispense drugs and compounds, and to make up prescriptions.
n. with procurement training and experience. The Supplies officers are embedded Inserted into. See embedded system. with the departments and are qualified to school- certificate level. Procurement is therefore undertaken within departments but procurement above departmental thresholds is referred to the Ministerial Tender Committee. The secretary of the Ministerial Tender Committee reviews procurement documents and prepares recommendations for award for Tender Committee consideration. The Ministry is supported by PPADB with a Technical Advisor under the devolvement de·volve
v. de·volved, de·volv·ing, de·volves
1. To pass on or delegate to another: The senator devolved the duties of office upon a group of aides.
2. of procurement function by PPADB. The organization of the procurement function in the Ministry of Health is weak with over reliance on the secretary to the Ministerial Tender Committee. The appraisal team recommended the establishment of a Supplies/Procurement Unit within the Ministry. This recommendation was also made by the Technical Assistance working with the Ministry. The capacity of the Ministry was considered LOW.
(c) District Councils: Typical district in Botswana comprise of several scattered villages with one of the larger villages as administrative centre Administrative Centre (in Norwegian administrativt senter; in Portuguese centro administrativo) is often used in several countries to refer to a county town, or other seat of regional/local government, or the place where the central administration of a commune is . The physical sizes of the districts vary but in general cover large areas spanning from 100 km to over 500 km across. The capacity of the councils also varies with councils near the capital, Gaborone being better staffed than those remote from the capital. Procurement under the councils is governed by the "Supplies and Stores Regulations and procedures under Local Authorities in Botswana" and related circulars. Under the project very little procurement is envisaged to be undertaken under the councils. Such procurement may relate to recruitment of individual consultants and procurement of office supplies. However the District Councils through the Office of District Aids Coordinator will review proposals for funding from grass root CSOs, review expenses justification reports from grassroots CSOs and provide advisory services advisory services
advisory services provided to the public, in their capacity as owners and managers of animals, are an important part of veterinary science. They may be provided by government bureaux, by commercial companies who deal in pharmaceuticals or animals or animal to CSOs. Two sample districts of South East and Kgalagadi were assessed on sample basis:
* South East district has a Supplies Unit headed by a Principal Supplies Officer who is qualified to diploma level and reports to the Council Treasurer. The staff strength of the unit was four, with two of them being clerks. The Supplies Unit undertakes procurement of office supplies and does not have experience in tendering. The capacity of the district to undertake procurement under the project was considered adequate. However the main risks associated with procurement at district council are delays in approval processes which has several layers and could take up to 2 months for quotations of less than US$ 5,000. The District has a District Aids Coordinator who is a retired nurse. The DAC does not have prerequisite pre·req·ui·site
Required or necessary as a prior condition: Competence is prerequisite to promotion.
n. skills in review of proposals and experience to supervise CSOs in fiduciary and project management. The capacity of the DAC was therefore considered weak and would require strengthening. The capacity of the district council was considered AVERAGE
* Kgalagadi district Kgalagadi is a district in southwest Botswana, lying along the country's border with Namibia and South Africa. The administrative center is Tshabong. Kgalagadi covers a vast area of the Kalahari Desert. It has a total area of 105,200 km², and has a population of only 42,000 (2001). is 550 km from Gaborone. Kgalagadi is a phase II project district. It has a Supplies Unit which is currently staffed by clerks. The substantive posts in the unit are vacant. The post of the District Aids Coordinator was also vacant which should be filled prior to the initiation of activities in the district in phase II. The overall capacity of the district is LOW
(d) Civil Society Networks (CSN CSN Crosby, Stills, and Nash (band)
CSN Centrala studiestödsnämnden (Swedish: state education grant and loan program)
CSN Confédération des Syndicats Nationaux (French) ): There are five civil society networks implementing HIV/AIDS activities in various thematic areas. The procurement requirements of the CSN will be determined through their approved proposals. Three CSN were assessed and these were BONASO, BONELA and BOCAIP.
* BONASO is a network of CSOs and has 160 affiliate members. It acts as coordinator and grants manager for its affiliates. BONASO is an established organization with a corporate structure and is audited annually. It has experience as grants manager under several donor funded projects that included Global Fund, Forum Swede swede: see turnip. and ACHAP ACHAP Asociacion Chilena de Agencias de Publicidad
ACHAP Association des Centres Hospitaliers et d'Accueil Privés du Québec , among others. The procurement function in BONASO is undertaken within the Finance Department which has adequate capacity and is assisted by program officers. The organization has a financial management and supplies procedures manual. The capacity of BONASO to undertake procurement was considered AVERAGE. The main risk emanates from the accountability of the grants disbursed to its affiliates.
* BONELA is a human rights advocacy organization and is both an organization and individual membership based. It also works outside its affiliated partners. BONELA is audited annually. Its procurement function is embedded within the financial management function and it has a financial management and supplies manual. The capacity of BONELA to undertake procurement was considered HIGH.
* BOCAIP is a faith-based organization with eleven decentralized centers. Its centers are affiliated to BONASO. It also has affiliates outside its eleven centers from support groups.
BOCAIP has a corporate management structure, is audited annually and has a financial and supplies procedures manual. Its procurement function is embedded in the financial management function. BOCAIP also provides training services to government ministries in counseling services. Apart from undertaking procurement for its secretariat Secretariat, 1970–89, thoroughbred race horse. Trained by Lucien Laurin and ridden by Ron Turcotte, Secretariat won the Kentucky Derby, Preakness, and Belmont Stakes to capture the Triple Crown in 1973.
(foaled 1970) U.S. , BOCAIP also undertakes procurement for its centers and supervises the work of its centers which may obtain funding from BONASO directly. The capacity of BOCAIP to undertake procurement was considered HIGH.
(e) Private Sector perception: As part of the assessment, the Bank also assessed the perception of the private sector on public procurement in general and NACA in particular through meetings with suppliers and consultants. In general the perception was positive with some areas of improvement required in definition of scope of work for consultancy service, costing for services, publication of results, complaints handling systems and delays in payment.
22. Based on the above and taking into consideration (i) assessed country procurement environment, (ii) the magnitude of procurement to be undertaken by each of the agencies mentioned above, (iii) safeguards in place in NACA as discussed earlier, the overall capacity of the implementing agencies to undertake procurement is considered AVERAGE and the risk is AVERAGE.
23. The following actions have been initiated during appraisal in preparation for implementation of the procurement function and implementation:
* Draft Procurement Plan was reviewed and discussed with the Borrower and input provided for further refinement
* Bank provided guidance to NACA in Bank procurement procedures and sources of information
* Provided and discussed with Borrower start-up documents for procurement. Formats for terms of reference Terms of reference allude to a mutual agreement under which a command, element, or unit exercises authority or undertakes specific missions or tasks relative to another command, element, or unit. Also called TORs. were also discussed and specific terms of reference for technical assistance in procurement were reviewed
* Discussions were held with Public Procurement and Asset Disposal Board (PPADB) and the Board in principle agreed assist NACA in preparation of procurement documents for start up activities subject to NACA requesting for the assistance
* PPADB have agreed to a streamlined internal approval process to facilitate implementation. PPADB further advised in principle that its review will not be required but in view of the weak capacity at NACA they would provide assistance to check the documents prior to submission to the Bank.
Frequency of Procurement Supervision
24. In addition to the prior review supervision, the capacity assessment of the Implementing Agencies has recommended supervision missions to visit the field twice a year in the first year and once a year thereafter to carry out post review of procurement actions. Annual compliance verification monitoring will also be carried out by independent consultants and would aim to:
* verify that the procurement and contracting procedures and processes followed for the projects were in accordance with the Loan Agreement
* verify technical compliance, physical completion and price competitiveness of each contract in the selected representative sample
* review and comment on contract administration and management issues as dealt with by participating agencies
* review capacity of participating agencies in handling procurement efficiently
* identify improvements in the procurement process in the light of any identified deficiencies.
General Procurement Notice (GPN GPN Great Plains Network
GPN Great Plains National (Instructional Video)
GPN Grosse Pointe North (high school)
GPN Global Pastors Network
GPN Global Policy Network ) and Contract award Disclosure Requirements
25. The Borrower will prepare a General Procurement Notice based on the formats discussed during appraisal mission and the GPN will be advertised in dgMarket and UNDB online in addition to local papers of wide national circulation prior to project effectiveness. For each contract procured through ICB and large-value consultant assignments above the defined thresholds a specific procurement notice will be placed in dgMarket, UNDB Online and local papers of wide national circulation.
26. Contract awards done through ICB procurement method shall be consistent with Paragraph 2.60 of the Guidelines: Procurement under IBRD Loans and IDA Credits, May 2004 revised October 2006. Within two weeks of receiving the World Bank's "no objection" to the recommendation of contract award, the Borrower shall publish in UNDB online and in dgMarket the results identifying the bid and lot numbers and the following information:
* name of each bidder who submitted a bid
* bid prices as read out at bid opening
* name and evaluated prices of each bid that was evaluated
* name of bidders whose bids were rejected and the reasons for their rejection a
* name of the winning bidder, and the price it offered, as well as the duration and summary scope of the contract awarded.
27. Contract Awards done through Direct Contracting procurement method shall be consistent will Paragraph 3.7 of the Guidelines: Procurement under IBRD Loans and IDA Credits, May 2004. After the contract signature, the Borrower shall publish in UNDB online and in dgMarket the:
* name of the contractor
* summary scope of the contract
28. This publication may be done quarterly and in the format of a summarized table covering the previous period.
29. Contract Awards for Consultancies shall be consistent with Paragraph 2.28 of the Guidelines: Selection and Employment of Consultants by World Bank Borrowers, May 2004 revised October 2006. After the award of contract, the borrower shall publish in UNDB online and in dgMarket the following information:
* names of all consultants who submitted proposals
* technical points assigned to each consultant
* evaluated prices of each consultant
* final point ranking of the consultants
* name of the winning consultant and the price, duration, and summary scope of the contract
30. The same information shall be sent to all consultants who have submitted proposals.
* name of the consultant to which the contract was awarded
* the price
* scope of the contract
31. This publication may be done quarterly and in the format of a summarized table covering the previous period.
Details of the Procurement Arrangements Involving International Competition
32. Goods and Non Consulting Services
(a) List of contract Packages which will be procured following ICB and Direct contracting:
(b) ICB Contracts estimated to cost above US$ 250,000 for goods per contract and direct contracting estimated to cost US$ 1,000 will be subject to prior review by the Bank.
33. Consulting Services.
(a) List of Consulting Assignments with short-list short-list
tr.v. short-list·ed, short-list·ing, short-lists
To include (a candidate for a job, for example) on a shortlist. of international firms.
(b) Consultancy services for firms estimated to cost above US$ 200,000 per contract and for individual consultants to cost above US$ 50,000 and Single Source selection of consultants (firms or individuals) for assignments estimated to cost above US$ 1,000 will be subject to prior review by the Bank. All other contracts will be subject to post review.
(c) Short lists composed entirely of national consultants: Short lists of consultants for services estimated to cost less than US$ 100,000 equivalent per contract may be composed entirely of national consultants in accordance with the provisions of paragraph 2.7 of the Consultant Guidelines.
The following risk mitigation measures are proposed for the Project: No Description of risk Mitigation measure 1 NACA and line ministries do not Engage two senior procurement have adequate capacity to specialists who will be undertake Bank's procurement responsible for actual especially involving tendering procurement and capacity procedures. building to relevant implementing entities 2 Use of provisions in bidding Modify national standard documents for NCB that do not bidding documents (for NCB enhance competition. purposes of the Project only) to fit the Bank's requirements. Alternatively, adapt Bank standard bidding documents for NCB. For all other procurement, Bank's standard bidding documents and Bank's standard Request for proposals shall be used. 3 Delays in procurement Obtain waiver from PPADB to adjudication and approval have processes streamlined for process. project purposes. 4 NACA and other key Undertake procurement implementing agencies not sensitization workshop for key familiar with Bank procurement agencies in Bank procedures and procedures train key implementing agencies' staff 5 Delays in start-up activities Terms of reference for stated especially recruitment of TAs to be finalized by May 15, technical assistants in 2008 and advert placed by June procurement, financial 1, 2008. management and Grants Officers for districts. 6 Office of the District Aids Engage Grant Officer with Coordinator does not have prerequisite knowledge in adequate capacity to review fiduciary management. proposals and assist CSO in procurement and expenditure justification. 7 Grass root CSOs do not have Provide basic training for one adequate capacity to undertake week prior to disbursement of procurement, financial funds to grass root NGOs and management and record-keeping. require NGO networks to continuously support their affiliates. 8 Inadequate supervision by NGO Undertake independent networks, procurement not compliance verification on undertaken in accordance with sample basis annually and take agreed procedures in the OM. appropriate actions on the findings. No Responsible Date of organization completion 1 NACA One by Effectiveness; second within 3 months after effectiveness 2 All Prior to carrying implementing out any NCB entities procurement 3 NACA PPADB has in principle agreed during appraisal 4 NACA/World September 30, Bank 2008 5 NACA June 1, 2008 6 NACA June 1, 2008 7 NACA/DAC Prior to disbursement of funds 8 NACA/ Annually Independent Agent 1 2 3 4 5 6 Ref. Contract Estimated Procurement P-Q Domestic No. (Description) Cost (in Method Preference US$) (yes/no) 1. ICT Equipment 990,000 ICB No No 2. Medical Equipment 770,000 ICB No No 3. Vocational Equipment 400,000 ICB No No for Street Children 4. Furniture 1,000,000 ICB No No 5. Furnished Porta- 500,000 ICB No No cabins 6. Vehicles 2,200,000 ICB No No 1 7 8 9 Ref. Review Expected Comments No. by Bid- Bank Opening (Prior / Date Post) 1. Prior July 31 2. Prior August 31 3. Prior October 31 4. Prior January 31, To be 2009 procured by lots 5. Prior September 30 6. Prior August 15 To be procured by lots 1 2 3 4 5 Ref. Description of Assignment Estimated Selection Review No. Cost (in Method by Bank US$) (Prior/ post) 1. Integrate HIV/AIDS into 130,000 IC Prior curriculum 2. Behavioral Survey 700,000 SS/QCBS Prior 3. Procurement Specialists (2) 240,000 IC Prior 4. Financial Management (2) 240,000 IC Prior 5. Monitoring & Evaluation 120,000 IC Prior Specialist (1) 6. Capacity Bldg Specialist (1) 120,000 IC Prior 7. Implementation Specialist 120,000 IC Prior 8. Strategy/Partnership Advisor 120,000 IC Prior 1 6 7 Ref. Expected No. Proposals Comments Submission Date 1. September 30 2. Continuation 3. June 30 Cost estimated on per annum 4. June 30 Cost estimated on per annum 5. June 30 Cost estimated on per annum 6. June 30 Cost estimated on per annum 7. June 30 Cost estimated on per annum 8. June 30 Cost estimated on per annum