Proposed ida grant in the amount of
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- Institutional Arrangements for Procurement
- Project Procurement Strategy for Development
- Procurement Manual (PM).
- The risks and mitigation measures are provided in the table below Risk Description Description of Mitigation
Disbursements under this project will be carried out in accordance with the provisions of the Disbursement Guidelines for Investment Project Financing dated February 2017, the Disbursement and Financial Information Letter and the Financing Agreement. Disbursement under DA will be report-based. The first advance will be released after effectiveness based on a budget forecast for the first six months of implementation. The authorized allocation would correspond to the cash forecast for two quarters, as provided for in the Unaudited Interim Financial Report (IFR). The other methods of disbursing the funds (reimbursement, direct payment and special commitment) will also be available to the project. The minimum value of applications for these methods is 20% of the DA ceiling. The project will sign and submit Withdrawal Applications (WA) electronically using the [eDisbursement] module accessible from the Bank’s Client Connection website. If ineligible expenditures are found to have been made from the designated and/or operating bank accounts, the borrower will be obligated to refund the same. If the DA remains inactive for more than six months, the borrower may be requested to refund to IDA amounts advanced to the designated account.
Procurement for goods, non-consulting, and consulting services to be financed by the Grant will follow the procedures specified in the “World Bank Procurement Regulation of Goods, Works and Non-Consulting Services under “World Bank Procurement Regulations for Borrowers under Investment Project Financing” dated July 1, 2016 revised in November 2017 and the World Bank’s Anti-Corruption Guidelines: “Guidelines on Preventing and Combatting Fraud and Corruption in Projects financed by IBRD Loans and IDA Credits and Grants,” revised in June 2011 and July 2016. The procuring entity as well as bidders, and service providers, i.e. suppliers, contractors and consultants shall observe the highest standard of ethics during the procurement and execution of contracts financed under the project in accordance with paragraph 3.32 and Annex IV of the Procurement Regulations. The Borrower shall prepare and submit to the Bank a General Procurement Notice (GPN) and the Bank will arrange for publication of GPN in United Nations Development Business (UNDB) online and on the Bank’s external website. The Borrower may also publish it in at least one national newspaper. The Borrower shall publish the Specific Procurement Notices (SPN) for all goods, works, non-consulting services, and the Requests for Expression of Interest (REOIs) on their free-access websites, if available, and in at least one newspaper of national circulation in the Borrower’s country, and in the official gazette. For open international procurement selection of consultants using an international shortlist, the Borrower shall also publish the SPN in UNDB online and, if possible, in an international newspaper of wide circulation; and the Bank arranges for the simultaneous publication of the SPN on its external website. Institutional Arrangements for Procurement The PCU within MoBSE reports directly to the Permanent Secretary, and will be responsible for procurement implementation under the project. Procurement Management: Headed by a Procurement officer well experienced and versatile in the interpretation of the IDA guidelines (version 2011), the unit will take charge of the overall planning and selection processes as provided for in the Financing Agreements. As the implementation of the various projects relies heavily on the timely procurement of services etc. this unit will effectively utilize cutting edge technology to develop and update detailed Procurement Plans, in order to track and meet timelines as agreed with the donors. The designated Procurement officer will work closely with the Accredited Procurement Specialist of the World Bank Office. He will benefit from procurement clinics and training organized by the Bank in order to be familiar with the new procurement framework. Filing and record keeping: The Procurement Procedures Manual will set out the detailed procedures for maintaining and providing readily available access to project procurement records, in compliance with the Loan Agreement. The Implementing Agencies will assign one person responsible for maintaining the records. The logbook of the contracts with unique numbering system shall be maintained. The signed contracts as in the logbook shall be reflected in the commitment control system of the Borrower’s accounting system or books of accounts as commitments whose payments should be updated with reference made to the payment voucher. This will put in place a complete record system whereby the contracts and related payments can be corroborated. The recruitment of civil servants as individual consultants or as part of the team of consulting firms will abide by the provisions of paragraph 3.23 (d) of the Procurement Regulations. Project Procurement Strategy for Development To determine the adequate and optimal procurement strategy for the best market response, a PPSD in English has been prepared to adequately take into account, among others, the market situation, operational context, past experiences and risks. The PPSD and 18-month procurement plan have been prepared by the Borrower with the support of the Bank and approved. Moreover, the PCU has many years of experience in working with the Bank financed projects and is familiar with the Bank’s procurement procedures. The procurement activities for the project will be conducted using the existing institutional arrangements under the PCU for the implementation of the current education sector project. As MoBSE has been managing many donors funded projects, it is capable of ensuring suppliers, contractors and consultant awarded a contract possess the necessary professional and technical qualification and competence and financial resources to complete the tasks. In addition, the PCU procurement unit will continue to closely work with the National Environment Agency (NEA) to meet that environmental requirements. The procurement strategy is linked to the project implementation strategy at the regional level, ensuring proper sequencing of the activities. It will consider institutional arrangements for procurement; roles and responsibilities; thresholds, procurement methods, and prior review, and the requirements for carrying out procurement. They will also include a detailed assessment and description of state government capacity for carrying out procurement and managing contract implementation, within an acceptable governance structure and accountability framework. Other issues taken into account will include the behaviors, trends and capabilities of the market (i.e. Market Analysis) to inform the procurement plan. The activities also require strong technical capability to prepare proper technical specifications in order to avert lack of, or inadequate, market response. This capability – or a plan to enhance is considered in the strategies. Also, special arrangements like direct contracting use of SOEs, UN Agencies, third party monitors, local non-governmental organizations (NGOs), force account, or civil servants needs, results based arrangements, need for prequalification, if any, will be considered and addressed. Special Considerations. The Gambia is on the harmonized list of Fragile and Conflict affected Situations (FCS) countries and therefore the project will trigger paragraph 12 of the Policy for Investment Project Financing to apply flexibilities and simplification to facilitate procurement implementation. These procurement arrangements therefore draw on the Bank Guidance on Procurement Procedures in Situations of Urgent need of Assistance or Capacity Constraints issued on July 1, 2016. Procurement Plan. The Borrower prepared a detailed 18-month procurement plan which was agreed by the government and the Bank during the negotiations. The procurement plans will be updated in agreement with the Bank Team annually or as required to reflect the actual project implementation needs and improvements in institutional capacity. Scope of Procurement. The contracts for works consisted mainly of the construction of ECD, LBS, and UBS classrooms, construction of separate toilets for boys and girls and construction Boreholes will be procured through open competition – request for bids and national market approach. The main contracts for goods are the supply of number of vehicles for a budget of about $786,000, the purchase of school furniture estimated to $343,00 and IT equipment for about $160,000. For the vehicles, the project will contract directly with United Nations Office for Project Services (UNOPS) and conduct a national competitive process for the furniture and the IT equipment. Request for quotation (RFQ) method will be used for small contracts for the rehabilitation of schools, printing, and others equipment. Very few contracts for induvial consultants have been identified and will be procured using the most appropriate methods. Operational Costs. Operational costs financed by the project would be incremental expenses, including office supplies, vehicles operation and maintenance cost, maintenance of equipment, communication costs, rental expenses, utilities expenses, consumables, transport and accommodation, per diem, supervision costs, and salaries of locally contracted support staff. Such services’ needs will be procured using the procurement procedures specified in the Project Implementation Manual (PIM) accepted and approved by the Bank. Procurement Manual (PM). Procurement arrangements, roles and responsibilities, methods and requirements for carrying out procurement shall be elaborated in detail in the PM which may be a section of the PIM. The PIM shall be prepared by the Borrowers and agreed with the Bank prior to project effectiveness. Procurement methods. The Borrower will use the procurement methods and market approach in accordance with the Procurement Regulations. Open national market approach is a competitive bidding procedure normally used for public procurement in the country of the Borrower and may be used to procure goods, works, or non-consultant services provided it meets the requirements of paragraphs 5.3 to 5.6 of the Procurement Regulations. The thresholds for particular market approaches and procurement methods are indicated in the below table. The thresholds for the Bank’s prior review requirements are also provided in the table below. Table 2.3 Thresholds*, Procurement Methods, and Prior Review
Procurement Risk Rating: The project procurement risk prior to the mitigation measures is “Substantial”. The risk can be reduced to a residual rating of “Moderate” upon consideration of successful implementation of the mitigation measures. Table 2.4 Risks and Mitigation Measures
Table 2.5 Procurement Plan
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